RFQ PR16074491 EXBS JAKARTA
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 Jakarta is soliciting proposals from internationally recognized five-star hotels in Jakarta to provide conference facilities, accommodation, and related services for the Southeast Asia Forum on Export Control (SEAFEC) 2026. This event is scheduled for September 2026. The contract will be a Firm Fixed Price purchase order/contract, and proposals are due by July 02, 2026, at 16:00 PM.
Scope of Work
This Request for Quotations (RFQ) seeks a venue and services for SEAFEC 2026, hosting representatives from various governments, U.S. government officials, industry, and international organizations. Key requirements include:
- Venue: Five-star hotel in Central Jakarta (Senayan or SCBD area), directly connected to a major shopping center, with controlled pedestrian movement.
- Capacity: Pillar-free ballroom for up to 500 guests (banquet style), minimum 8-meter ceiling height, ground floor with independent access, accommodating stages, projection screens, simultaneous interpretation, and AV control.
- Meeting Spaces: Minimum 8 breakout rooms on the same floor as the ballroom, 1 USG control room, and 1 VVIP holding room near the ballroom with a dedicated arrival route.
- Services: Full-day meeting packages, including coffee service, coffee breaks, and buffet/restaurant lunches with free-flowing beverages.
- Accommodation: 60 standard rooms for EXBS sponsored participants and 40 standard rooms for personal accounts (single occupancy, daily breakfast, security safes) for 5 nights (September 14-19, 2026).
- Security: Compliance with U.S. Embassy security protocols, coordination with U.S. Embassy RSO and Indonesian Presidential Security Details (Paspampres), including VVIP movement requirements (covered/securable drop-off, dedicated arrival route, controlled elevator access).
- Experience: Demonstrated experience hosting heads of state, presidential-level meetings, G20-related events, or equivalent diplomatic engagements with coordinated security operations, including at least two events with high-level security protocol requirements from Indonesian President Prabowo Subianto.
Contract & Timeline
- Contract Type: Firm Fixed Price purchase order/contract.
- Period of Performance: September 2026.
- Pricing: Must be provided in Indonesian Rupiah (NETT).
- Offer Due Date: July 02, 2026, 16:00 PM.
- Published Date: June 17, 2026.
Eligibility
- Bidders must be hotel chain companies with offices operating and based in Indonesia.
- Offerors must have an established business with a permanent address and telephone listing in Indonesia.
- For quotations above 40,000 USD, offerors must have an active registration status in the System for Award Management (SAM) prior to submission.
Submission & Evaluation
- Submission Requirements: Completed solicitation (SF-1449 blocks 12, 17, 19-24, 30, and Section 1 Pricing), Project Manager name, evidence of established business, list of 3 client references, venue details, security illustration, and required licenses/permits.
- Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror. Acceptability is based on compliance with RFQ terms and technical information. Responsibility is assessed per FAR 9.1.
Additional Notes
Value Added Tax (VAT) is not included and should not be charged as the service is VAT-exempt. FAR 52.212-1, 52.212-4, and 52.212-5 are incorporated by reference, along with relevant DOSAR clauses.