Four Half-Day Conferences events

This solicitation is to provide the following conference services on four (4) separate dates from September 2026 until September 2027 to be determined in consultation with U.S. Embassy Montevideo.  Conference dates will not fall on weekends, local holidays, U.S. holidays, or school holidays.  Vendor must specify open dates for this contract.  Vendor must provide cancellation policy.

Venue requirements:

1. 1. Venue location within a 5-mile radius from the U.S. Embassy in Montevideo.
   2. Ballroom that can accommodate 80 pax from 07:00-13:00 or 12:00-18:00 in a cluster layout.
   3. Preference for a venue where the entrance and escalator system flow directly into the main conference hall.

All prices should be in U.S. dollars.

1. MEETING PACKAGE

1. 1. Half-day rental of a conference room from 07:00-13:00 or 12:00-18:00 of adequate size to accommodate 80 participants on four (4) separate dates from September 2026 to September 2027.  Dates and times to be determined in consultation with U.S. Embassy Montevideo.  Conference dates will not fall on weekends, local holidays, U.S. holidays, or school holidays.  Vendor must specify open dates for this contract.  Vendor must provide cancellation policy.

1. 1. Conference room must not have obstructed views (with a high-quality audio system). Conference room tables should be in a cluster set up with 8 pax per table, and registration/reception tables should be adjacent to the main hall.

1. 1. Coffee breaks, snacks, and water bottles
      • Registration/welcome (one hour): Welcome coffee, tea, disposable water bottles and sweet treats (bizcochos, alfajores, medialunas,etc).  Timing to be coordinated and approved by U.S. Embassy Montevideo.
      • Coffee Break (one hour): coffee, tea, disposable water bottles and sweet treats (bizcochos, alfajores, medialunas,etc). Timing of break to be coordinated and approved by U.S. Embassy Montevideo.

• 1. Equipment and other supplies
• A podium with a microphone
• Sufficient concierge and technical staff (i.e., an audio technician for troubleshooting equipment and conference support throughout the whole event)
• One (1) large projector and screen (1.40m minimum) / additional screens on the side preferred
• Three (3) rectangular (6-8ft x30-36 in x 41-45in) tables for registration purposes and one hotel staff to assist with reception/registration
• Writing materials and notepaper (one notepad and pen per person)
• Ten (10) universal extension cord (25ft minimum)
• Standard hotel marquee displaying event name and conference room location
• Translation cabin including necessary equipment for English Spanish and Spanish-English for two of the four conference dates (dates to be selected by U.S. Embassy Montevideo).
• Wireless internet service with a dedicated wi-fi link for event participants

• 1. The venue must provide virtual teleconferencing services so guest speakers can be livestreamed into the event, including:
• Video System Services
• Audio Equipment Services
• Camera Production
• High-speed bandwidth for seamless performance

PERIOD OF PERFORMANCE

The performance period for this contract is from September 2026 to September 2027.

IV: PAYMENT TERMS AND CONDITIONS

The Contract is only open to Uruguayan companies; qualified, reliable, responsible and responsive with sufficient resources and work experience to provide the service.   Payments are made through bank transfers, that are executed within a maximum of thirty (30) calendar days after the service has been duly rendered and the corresponding electronic invoice submitted to finance team. (MontevideoPagos@state.gov)

For payments in Uruguayan pesos, transfers shall be processed locally and, in general, no additional bank charges apply. However, for payments in U.S. dollars, transfers are processed from the United States, and the beneficiary’s local bank may apply fees for receiving international transfers. Such fees shall be the sole responsibility of the beneficiary and will not be covered by the Embassy.

The vendor may select the preferred payment method and currency. Nevertheless, the purchase order, the invoice, and the subsequent payment must all be issued and processed in the same currency.

V:    OTHER TERMS AND CONDITIONS

The proposal should include the following information. If your company is unable to meet certain requirements, please propose alternatives.

1. Describe the qualifications and experiences of your company.
2. Indicate any portion of work that will be done by subcontractors and identify the subcontractors.

VI:        Budget

Provide a detailed budget, including ALL anticipated costs, fees and any relevant taxes. Please confirm that your firm will hold the firm-fixed price for 60 calendar days. Also, please note, all bids must be stated in U.S. dollars.