SERVICES TO SUPPORT CONFERENCES 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 Kyiv, Ukraine, is soliciting quotations for conference support services for two events to be held in Kyiv, Ukraine, on March 17, 2026, and March 19-20, 2026. This opportunity seeks responsible vendors to provide comprehensive venue, technical, and catering services for these conferences.
Scope of Work
The required services cover two distinct conferences:
- Conference 1 (March 17, 2026, for 75 participants): Requires a conference room (min 180 sq. m., 100 capacity) in a 4*-5* hotel/conference center in central Kyiv. The venue must be underground, easily accessible by public transport, and feature a generator/alternative power, uninterruptible water/heating, 6 adjacent bathrooms, and a cloakroom for 80 coats. Technical support includes AV equipment (screen min 2.5x4m, microphones, laser pointer, flipchart), AV technical support, video recording with integrated Ukrainian simultaneous interpretation audio, and reliable high-speed Wi-Fi. Catering involves three coffee breaks and a buffet lunch, served in a dedicated underground area. Refreshments include 60 bottles of still water and 40 bottles of low-carbonated water.
- Conference 2 (March 19-20, 2026, for 50 participants each day): Similar venue requirements as Conference 1, with a cloakroom for 70 coats and a cabaret-style setup for 35 participants plus additional tables for speakers/staff. Technical support is identical to Conference 1, with the addition of 7 laptops with internet access for participants. Catering and refreshments are also similar, with specific quantities detailed for each day.
- Special Requirements: All venues must ensure uninterruptible activity during air alerts. Simultaneous interpretation audio integration is required for video recordings.
Contract & Timeline
- Opportunity Type: Solicitation
- Set-Aside: None specified
- Quotations Due: March 11, 2026, 12:00 (Kyiv time)
- Questions Due: March 3, 2026, 12:00 (Kyiv time)
- Published Date: February 25, 2026
- Place of Performance: Kyiv, Ukraine
Submission Requirements
Interested vendors must submit quotations in English, PDF format, via email to KyivSolicitations@state.gov with the subject line “Services to Support Conferences in Kyiv, Ukraine - PR15857668”. Submissions must include:
- Legal name of offeror.
- Description and photos of the conference facility demonstrating compliance with the Scope of Work.
- Menu for coffee breaks, buffet lunch, and mineral water details for each conference.
- Price for each service, applicable taxes, and total quote amount (in UAH or USD).
- Confirmation of payment terms (30 calendar days after receipt of services/invoice).
- Evidence of SAM registration if the quote exceeds $40,000.
- Completed and signed Express NDAA Certification Form if the quote is less than $40,000.
- Written Acknowledgment of Defense Base Act (DBA) Insurance Requirement, including details on employee insurance status and US citizens/residents. A geographic waiver for DBA applies to Ukrainian employees covered by local workers' compensation, but not to US citizens/residents or those hired in the US.
Evaluation Factors
Award will be made to the responsible company submitting an acceptable quotation at the lowest price. The U.S. Government intends to award based on initial quotations, though discussions may be held if necessary.