SERVICES TO SUPPORT SEMINAR IN KYIV, UKRAINE

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide services supporting a seminar hosted by the U.S. Embassy Kyiv.

1. Conference Room Rental (March 31 - April 03, 2026, 09:00-18:00):

• Purpose-built space, underground location, uninterruptible activity during air alerts.
• Capacity for 80 people, minimum size 150 sq. m.
• Located in a 4*-5* hotel or conference center in Kyiv center, with easy public access (within 10 min walk of metro).
• Classroom-type setup for 35 participants, plus additional tables for speakers/observers, front AV area, and simultaneous translation area.
• Equipped with generator/alternative power, uninterruptible water supply, and heating.
• Minimum of 6 adjacent bathrooms.
• Designated cloakroom for 50 winter coats.
• Parking options available.

2. Technical Support Services (Daily):

• Conference room equipped with screen (min 2.5x4m, 16:9 ratio), built-in AV equipment, 3 wireless microphones, 2 lapel microphones, remote slide switch, laser pointer, flipchart, pens, and notepads for up to 50 participants.
• Participant tables equipped with table microphones (1 per 2 participants, total 18).
• 7 laptops with Wi-Fi/Internet access and Microsoft Office for practical exercises.
• Printer services (up to 1,000 pages).
• AV technical support.
• Reliable, high-speed Wi-Fi/Internet connection.

3. Coffee Breaks (for 50 people, daily):

• Two breaks per day (morning and afternoon, specific times vary by date).
• Include at least two types of non-sweet items (sandwiches/croissants/quiche) and two types of sweet pastries/cookies.
• Coffee, black and green tea, full-fat milk, and lemon provided.
• Served in a preferably underground area or separated zone.

4. Buffet Lunch (for 50 participants, daily 13:00-14:00):

• Includes at least three types of cold starters, two salads, two main courses (meat/fish), two garnishes, two desserts.
• Juice, coffee, and tea provided.
• Served in a preferably underground area or separated zone.

5. Mineral Water (daily):

• 30 bottles x 0.5l still water.
• 20 bottles x 0.5l low carbonated water.

6. Accommodation (for 25 participants, March 30 - April 03, 2026 - 4 nights):

• Arranged at the same hotel/conference center.

• Single occupancy rooms.

• Cost not to exceed the U.S. Government authorized rate for Kyiv ($243.00/night).

• Breakfast included.

• Rental: March 31 - April 03, 2026, Kyiv.

• Accommodation: Check-in March 30, 2026; Check-out April 03, 2026.

• All services must be provided in Kyiv.

• Specific technical requirements for AV equipment, internet, and room setup.

• Accommodation must be single occupancy and within the government rate.

• Services must be uninterruptible, including during air alerts.

Statement of Work (SOW)

To procure services for a seminar to be held by the U.S. Embassy Kyiv in Kyiv from March 31 to April 03, 2026.

1. Rental of a Conference Room:

• Dates: March 31 – April 03, 2026, 09:00 to 18:00 daily.
• Location: Purpose-built conference space in a 4*-5* hotel or conference center in central Kyiv, easily accessible by public transport (within 10 minutes' walk from a metro station).
• Capacity: Minimum 100 people, minimum size 180 sq. m.
• Layout: Must accommodate classroom-type setup for up to 35 participants, plus additional tables for speakers/observers, a speakers' table, an AV area, and an area for simultaneous translation.
• Utilities: Must have generator/alternative power, uninterruptible water supply, and heating.
• Amenities: Minimum 6 adjacent bathrooms, designated cloakroom for 70 winter coats, and nearby parking options.

2. Technical Support Services:

• AV Equipment: Screen (min 2.5x4 m), built-in AV equipment, 3 wireless microphones, 2 lapel microphones, remote slide switch, laser pointer, flipchart.
• Participant Supplies: Pens and notepads for up to 50 participants.
• Table Microphones: 1 per 2 participants (total 18).
• Laptops: 7 laptops with mice, pre-installed with Microsoft Office, and access to Wi-Fi/Internet for practical exercises (March 31 - April 03, 09:00-18:00).
• Printing: Access to printer services for up to 1,000 pages.
• Support: AV technical support services.
• Connectivity: Reliable, high-speed Wi-Fi/Internet connection.

3. Coffee Breaks:

• For 50 people daily.
• Two breaks per day (morning and afternoon), with specific timings for March 31/April 03 and April 01/02.
• Refreshments: Include non-sweet sandwiches/croissants/quiche (meat, fish, or vegetables) and sweet pastries/cookies, coffee, tea, milk, and lemon.
• Location: Dedicated underground area near the conference room (capacity up to 70).

4. Buffet Lunch:

• For 50 participants daily.
• One lunch per day (13:00-14:00).
• Menu: Includes cold starters, salads, main courses (meat and fish), garnishes, desserts, juice, coffee, and tea.
• Location: Dedicated underground area near the conference room (capacity up to 70).

5. Mineral Water:

• Daily: 30 bottles x 0.5l still water, 20 bottles x 0.5l low carbonated water.

6. Accommodation:

• For 25 participants.

• Dates: Check-in March 30, 2026; Check-out April 03, 2026 (4 nights).

• Location: Same hotel or conference center as the seminar venue.

• Room Type: Single occupancy.

• Cost: Not to exceed the U.S. Government authorized rate for Kyiv ($243.00 per night).

• Inclusions: Breakfast included.

• Period: March 30, 2026 (accommodation check-in) to April 03, 2026 (accommodation check-out).

• Place: Kyiv, Ukraine.

• All services must be provided to sustain uninterruptible activity, including during air alerts.

• Accommodation costs are capped at the GSA rate for Kyiv.

• Specific timings for breaks and lunch are provided.