Request for Quotations for lodging and conference package in Warsaw, Poland 4/10/26-4/19/26

U.S. Embassy Warsaw, Poland

Date: November 20, 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19PL9026Q0007

Enclosed is a Request for Quotations (RFQ) for lodging and conference package for 50 participants during the Consular Leadership Development Conference in Warsaw from April 10, 2026, through April 19, 2026.  If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.  We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by December 8th, 2025. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to WarsawProc@state.gov with the subject line:  ‘Rental of the Conference Facility and Lodging Services in Warsaw’ It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.
 

The selected vendor must be a business entity legally registered and operating within Poland.  Sub-contracting of lodging, conference space, or catering is prohibited. 

Sincerely,

                                                                                                Michael B. Rigby /Contracting Officer