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 a conference that will be held on June 22-26, 2026, in Kyiv, Ukraine. The required services include rental of conference facilities, technical support services, catering, and accommodation. The Scope of Work is attached to this announcement. All quotations must be prepared in...
View more(5) Order cancellation terms.
(6) 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.
(7) Evidence of offeror’s registration in System for Award Management (SAM, www.sam.gov ) if amount of offer exceeds $40,000.
(8) Completed Express NDAA Certification Form (attached) if offeror is not registered in SAM.
(9) Written Acknowledgement of Defense Base Act Insurance Requirement. The Defense Base Act Insurance requirement (DBA) will only apply to employees working on this purchase order. 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 Conference in Kyiv, Ukraine - PR16020216” no later than May 26, 2026, 12:00.
The Department of State’s Embassy in Kyiv, Ukraine, has issued solicitation PR16020216 for services to support a conference scheduled for June 22–26, 2026. The scope of work encompasses the rental of conference facilities, technical support services, catering, and accommodation. This requirement falls under NAICS 561499, All Other Business Support Services, and PSC X1AB, Lease/Rental of Conference Space and Facilities. No set-aside is applied to this procurement, and the government intends to award a purchase order to the responsible company that submits an acceptable quotation at the lowest price.
All services will be performed in Kyiv, Ukraine. Quotations must be submitted in English via email by June 3, 2026, at 17:00 local time. Submissions must include a detailed price quote for each service, facility descriptions and photos, coffee-break and buffet menus, order cancellation terms, and confirmation of payment and insurance terms. Vendors may quote in Ukrainian Hryvnyas or U.S. dollars, with specific payment terms applied based on the vendor’s location and the currency submitted. Registration in the System for Award Management (SAM) is required if the offer amount exceeds $40,000.
The solicitation documentation includes two attachments: an Express NDAA Certification Form and a Statement of Work. Defense Base Act (DBA) insurance requirements apply to certain employees depending on their citizenship or residency status, although a geographic waiver exists for employees covered under the compulsory workers’ compensation laws of Ukraine. All questions regarding this solicitation must be directed to the point of contact, Mark Ananka, by May 26, 2026.
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