SERVICES TO SUPPORT SEMINAR IN KYIV, UKRAINE

Quick Summary

The U.S. Embassy in Kyiv, Ukraine is soliciting quotations for services to support a seminar to be held in Kyiv, Ukraine, from March 31 to April 3, 2026. This opportunity seeks vendors to provide conference facilities, technical support, catering, and accommodation. Quotations are due by March 12, 2026, 17:00 (Kyiv time).

Scope of Work

Services required include:

• Conference Room Rental: For March 31 – April 3, 2026 (09:00-18:00 daily), for a minimum of 100 people (180 sq. m.) in a 4*-5* hotel or conference center in central Kyiv. Must include generator/alternative power, uninterruptible water, heating, and specific layout for 35 participants, speakers, AV, and simultaneous translation.
• Technical Support: AV equipment (screen, microphones, lapel mics, flipchart), pens/notepads for 50, 18 table microphones, 7 laptops with MS Office and Wi-Fi for practical exercises, printer access (up to 1,000 pages), and AV technical support.
• Coffee Breaks: Two daily breaks for 50 people, including non-sweet and sweet refreshments, coffee, tea, milk, and lemon, in a dedicated underground area.
• Buffet Lunch: Daily lunch for 50 participants (13:00-14:00), with cold starters, salads, main courses (meat/fish), garnishes, desserts, juice, coffee, and tea, in a dedicated underground area.
• Mineral Water: Daily supply of 30 bottles (0.5l) still water and 20 bottles (0.5l) low carbonated water.
• Accommodation: For 25 participants, check-in March 30, 2026, check-out April 3, 2026 (4 nights), single occupancy, at the same venue, with breakfast included. Cost not to exceed the U.S. Government authorized rate for Kyiv ($243.00 per night).

All services must ensure uninterruptible activity, including during air alerts.

Contract & Timeline

• Contract Type: Solicitation (leading to a Purchase Order)
• Product/Service Code: X1AB (Lease/Rental Of Conference Space And Facilities)
• Set-Aside: None specified (Open Competition)
• Response Due: March 12, 2026, 17:00 (Kyiv time)
• Published Date: February 25, 2026
• Place of Performance: Kyiv, Ukraine

Evaluation

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 but may hold discussions if necessary.

Submission Requirements & Notes

• Quotations must be in English language and PDF format, submitted via email to KyivSolicitations@state.gov with the subject line "Services to Support Seminar in Kyiv, Ukraine - PR15873091".
• Required submission items include legal name, facility description/photos, menu, detailed price quote (in UAH or USD), confirmation of 30-day payment terms, SAM registration evidence (for offers >$40,000), and a written acknowledgment of Defense Base Act (DBA) Insurance requirements (including details on U.S. citizens/residents/hires and Ukrainian social security law waiver).
• Questions must be submitted to KyivSolicitations@state.gov by March 4, 2026, 12:00 (Kyiv time), using the same subject line.