SERVICES TO SUPPORT CONFERENCES IN KYIV, UKRAINE
Contact and place of performance
Mark Ananka
Kyiv 04112
UKR
The Embassy of the United States of America in Ukraine invites all interested responsible vendors to submit quotations for services to support two conferences that will be held on March 17, 2026, and March 19-20, 2026, in Kyiv, Ukraine. The Scope of Work is attached to this announcement. All quotations must be prepared in English language and submitted in PDF format by e-mail on or before March 11, 2026, 12:00 ...
View more(5) Confirmation of acceptability of payment terms: pursuant to the Prompt Payment Act of the FAR, the U.S. Government must make the payment within 30 calendar days after receipt of services and the valid detailed invoice.
(6) Evidence of offeror’s registration in System for Award Management (SAM) in case the quote exceeds $40,000.
(7) Completed and signed Express NDAA Certification Form (attached) in case the quote is less than $40,000.
(8) Written Acknowledgement of Defense Base Act Insurance Requirement. The Defense Base Act Insurance requirement (DBA) will only apply to employees working on this contract. The U.S. Department of Labor has issued a geographic waiver of the DBA requirement for employees covered under compulsory workers’ compensation laws of Ukraine (Law of Ukraine “On Mandatory State Social Security”). The waiver does not apply to any employees under this purchase order who: (a) is a citizen of the United States of America; or (b) is a lawful resident of the United States of America; or (c) was hired in the United States of America. If the above waiver does not apply, the Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees in the quote and procure DBA insurance after award of purchase order. The Offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. The offeror must submit the statement that includes the following information:
SAM Registration:
According to FAR 4.1102 in case the amount of offer/contract action exceeds $40,000, all prospective offerors shall be registered in System for Award Management (SAM): www.sam.gov at the time an offer or quotation is submitted, during performance and through the final payment.
System updates may lag policy updates. The SAM may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services, 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Agencies and Contracting Officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM
The U.S. Government intends to award a purchase order to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a 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.
All questions related to this request should be addressed at [email protected] with subject line “Services to Support Conferences in Kyiv, Ukraine - PR15857668” no later than March 3, 2026, 12:00.
The Department of State’s Embassy of the United States of America in Ukraine is soliciting quotations for services to support two conferences in Kyiv, Ukraine. The events are scheduled for March 17, 2026, and March 19-20, 2026. Required services include the rental of conference space and facilities, technical support, coffee breaks, mineral water, and buffet lunches. The solicitation is identified as PR15857668 and is categorized under NAICS 561499, All Other Business Support Services, and PSC X1AB, Lease/Rental of Conference Space and Facilities. There is no set-aside designated for this procurement.
Quotations must be submitted in English via email by March 11, 2026, at 12:00 PM Kyiv time. Submissions must include descriptions and photos of the facility, detailed menus for each conference, and pricing for each individual service. Vendors may quote in either Ukrainian Hryvnyas or U.S. dollars, though specific payment terms apply based on the vendor’s location. The government intends to award a purchase order to the responsible company that submits an acceptable quotation at the lowest price. Prospective offerors must be registered in the System for Award Management (SAM) if the quote exceeds $40,000, while smaller quotes require a completed Express NDAA Certification Form.
The place of performance is Kyiv, Ukraine, and the primary point of contact is Mark Ananka. This solicitation includes two attachments: a Scope of Work for conference support services and an Express NDAA Certification Form. Performance requirements also involve a written acknowledgement of Defense Base Act (DBA) insurance. While a geographic waiver exists for employees covered under Ukrainian compulsory workers’ compensation laws, the insurance premium costs must be included in the quote if the waiver does not apply to specific staff members. All questions regarding this opportunity must be submitted by March 3, 2026.
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