Panama-Hotel Venue Services for Event [Oct.26-29, 2025] - FCS Office

Okay, here's a breakdown of the key information from the provided text, categorized for clarity. I'll also highlight potential action items and important details for a vendor considering bidding on this RFQ. **1. Opportunity Overview** * **Solicitation Number:** 19PM0725Q0031 * **Type:** Request for Quotation (RFQ) * **Agency:** U.S. Embassy in Panama City * **Requirement:** Hotel Venue Services for an event * **Dates:** October 26 – October 29, 2025 * **Location:** Panama (specific location details are in the Statement of Work - SOW) **2. Key Dates & Deadlines** * **Offer Due Date:** September 12, 2025, 10:00 AM (local time - Panama) * **Questions Due Date:** September 4, 2025, 2:00 PM (local time - Panama) **3. Statement of Work (SOW) Highlights - (Services Required)** * **Conference Rooms:** Provision of space for meetings and events. * **A/V Equipment:** Supply of audio-visual equipment and technical support. * **Meals:** * Buffet Lunch (October 26, 27 & 29). * Cocktail Reception (October 26) for 150 people. * **Coffee Breaks:** Provision of coffee, tea, water, and snacks throughout the event. * **Control Room:** Dedicated space with desks, chairs, internet access, and a monitor for staff. * **Parking Validation:** For 50 people for 4 days. **4. Important Considerations for Bidders** * **Statement of Work is Critical:** The SOW is the core document. **You *must* review it carefully** to understand all requirements and ensure your quotation accurately reflects your ability to meet them. * **Lowest Price, Technically Acceptable:** The government will award to the lowest priced offer that meets the technical requirements. This means you need to be competitive on price *while* demonstrating your ability to deliver the required services. * **SAM Registration:** **You *must* be registered in the System for Award Management (SAM)** (https://www.sam.gov) *before* submitting a quotation. It's best to register as soon as possible. * **Electronic Submission:** Offers are to be submitted electronically. Pay attention to the email size limit (30 MB). * **Questions:** If you have any questions, submit them by the deadline (September 4, 2025). * **Local Time:** All deadlines are based on local time in Panama. * **Technical Capability:** Be sure to clearly demonstrate your technical capabilities in your response, especially regarding A/V equipment and event support. **5. Contact Information** * **Contracting Officer:** Gabriel del Bosque - DelbosqueG@state.gov * **Procurement Team:** Pnmprocreq@state.gov / Reyesma@state.gov **To-Do List for Potential Bidders:** 1. **Obtain the Statement of Work (SOW):** This is the highest priority. 2. **Review SOW Carefully:** Understand all requirements and deliverables. 3. **Register in SAM:** (https://www.sam.gov) 4. **Prepare Quotation:** Price competitively while demonstrating technical capabilities. 5. **Submit Questions:** If you have any, submit them before the deadline. 6. **Submit Quotation:** Before the deadline (September 12, 2025) Let me know if you’d like me to elaborate on any of these points, or if you have any further questions.

Notice ID

829246bcce22419ea16dfc64b6388192

Solicitation Number

19PM0725Q0031

NAICS Code

721110

Classification Code

V231