SERVICES TO SUPPORT CONFERENCE IN KYIV, UKRAINE
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 in Ukraine is soliciting quotations for conference support services to be held in Kyiv, Ukraine, from June 22-26, 2026. This opportunity seeks vendors to provide comprehensive services including conference facilities, technical support, catering, and accommodation. Quotations are due by June 3, 2026, 17:00 (Kyiv time).
Scope of Work
This requirement covers services for a conference accommodating up to 70 people, with accommodation for 36 participants. Key services include:
- Conference Room Rental: A minimum 150 sq. m. space in a 3*-5* hotel in central Kyiv, preferably underground, equipped with AC, generator, uninterruptible water/heating, 5 adjacent bathrooms, and capable of uninterruptible activity during air alerts. Parking options are required.
- Technical Support: Provision of AV equipment (screen min 2.5x4m), built-in AV, laptops with MS Office and Wi-Fi, hybrid format support, printer services (up to 500 pages), AV technical support, and reliable high-speed Wi-Fi/Internet.
- Catering Services: Daily coffee breaks (2 per day June 22-25, 1 on June 26) and buffet lunches for 45 people. Catering should offer diverse options and preferably be served in an underground area.
- Accommodation: Single occupancy rooms for 36 participants/speakers (185 room-nights total) at the conference hotel or a nearby 3*-5* hotel. Rates are capped at $243.00 per night, and rooms must include breakfast, generator, uninterruptible water/heating, and air alert shelter.
Contract & Timeline
- Opportunity Type: Solicitation
- Set-Aside: None (open competition for all responsible vendors)
- Response Due Date: June 3, 2026, 17:00 (Kyiv time)
- Questions Due Date: May 26, 2026, 12:00 (Kyiv time)
- Published Date: May 19, 2026
- Place of Performance: Kyiv, Ukraine
Evaluation & Award
The U.S. Government intends to award a purchase order to the responsible company submitting an acceptable quotation at the lowest price. Award may be made based on initial quotations without discussions, though discussions may be held if necessary.
Submission Requirements & Special Notes
Required submission documents include legal name, description/photos of facilities, menu, detailed price quote (in UAH or USD), order cancellation terms, confirmation of payment terms (30 days), and evidence of SAM registration if the offer exceeds $40,000. An Express NDAA Certification Form is required. Offerors must also address Defense Base Act (DBA) insurance requirements, particularly for U.S. citizens/residents or those hired in the U.S. All questions should be sent to KyivSolicitations@state.gov with the subject line "Services to Support Conference in Kyiv, Ukraine - PR16020216".