Description
This solicitation is to provide the following functions rooms and services for an event for the period of February 24-28, 2025 . The provider should be at least a five-star hotel with international U.S. brand chain for the meeting venue/packages, located in Bandung, West Java. The hotel must adhere to the Covid-19 safe and health protocols. Meeting package: One (1) conference room / ballroom with at least 150+ person-capacity to accommodate approximately 85 people on February 24-28, 2025, from 08:00-17:00: Conference room must have no pillars inside and must have PA system and adequate size for room setup to be roundtable with 6 chairs in each roundtable, with a head table with 4 seats for speakers at the front, 1 (one) table with 3 seats for operators, 3 (three) tables at the back with 2 chairs each for organizers and 1 (one) registration table with two seats setup outside of the meeting room. Each seat must be arranged at least 2 meters apart to allow proper social distancing. The room must have ample space for an interpreter booth and snack/lunch display. Coffee breaks (two times) with tea, coffee and at least 2 kinds of pastries, savory and sweet. Menu choice should be available for choosing prior to the event. A conference lunch buffet style from 11:30 noon – 13:30 pm consisting of a mix of local and western food with free flow water and soft drinks. Menu choice should be available for choosing prior to the event. Two (2) conference rooms to accommodate approximately 40 people to be used for two days only throughout the period on February 26-27, 2025, from 08:00-17:00: - Conference room must have no pillars inside and must have PA system and adequate size for room setup to be roundtable with 6 chairs in each roundtable, with a head table with 4 seats for speakers at the front, 1 (one) table with 3 seats for operators, 3 (three) tables at the back with 2 chairs each for organizers and 1 (one) registration table with two seats setup outside of the meeting room. Each seat must be arranged at least 2 meters apart to allow proper social distancing. The room must have ample space for an interpreter booth. One (1) flip chart, one (1) projector, one (1) screen, one (1) podium, three (3) wireless microphones, portable electrical sockets for each table, name tents for each participant, delegate amenities for participants, free flow water for participants during the conference. Banquet attendant, IT support, and Engineer staff for should be available at our disposal during the conference for any technical issues or assistance. Tea, coffee and mineral water must be available. Wifi connection must be available. This will be charged based on actual day use. Internet connection for all rented meeting rooms: 1 (one) LAN connection with a minimum dedicated bandwidth of 30 mbps on September 24-28, 2025. Wifi connection must be available on September 24-28, 2025. Equipment and supplies during the conference for main meeting room: One (1) flip chart, two (2) projectors, two (2) screens, one (1) podium, three (3) wireless microphones, portable electrical sockets for each table, name tents for each participant, delegate amenities for participants, free flow water for participants during the conference. Banquet attendant, IT support, and Engineer staff for should be available at our disposal during the conference for any technical issues or assistance. Appropriate group photo location and seating arrangement for approximately 75 participants on February 24 and must have sufficient space to allow physical distancing. Rooms and transportation related required facilities/services: Hotel should have adequate numbers of standard room (inclusive of breakfast) of a five-star hotel with access to lounge/club room: Check in: February 22; check out: March 1 (7 nights) for 10 people (single occupancy, queen/king size bed). A standard depository security safe must be available in every room. Room must be disinfected prior to guests checking in at the hotel. Number of rooms charged should be based on actual stay with no cancellation fee for cancellation made no later than 24 hours prior to check in time of the day. US Embassy will not cover the use of mini bar, room service, telephone, laundry, early check in and late check out cost. Hotel should have adequate numbers of standard room (inclusive of breakfast) of a five-star hotel: Check in: February 23; check out: March 1 (6 nights) for 60 people (single occupancy, queen/king size bed). A standard depository security safe must be available in every room. Room must be disinfected prior to guests checking in at the hotel. Number of rooms charged should be based on actual stay with no cancellation fee for cancellation made no later than 24 hours prior to check in time of the day. US Embassy will not cover the use of mini bar, room service, telephone, laundry, early check in and late check out cost. 10 times airport transfers service by Toyota Alphard for various dates between February 22- March 1, 2025, to be charged based on actual cost. This solicitation is to provide the following functions rooms and services for an event for the period of February 24-28, 2025 . The provider should be at least a five-star hotel with international U.S. brand chain for the meeting venue/packages, located in Bandung, West Java. The hotel must adhere to the Covid-19 safe and health protocols. Meeting package: One (1) conference room / ballroom with at least 150+ person-capacity to accommodate approximately 85 people on February 24-28, 2025, from 08:00-17:00: Conference room must have no pillars inside and must have PA system and adequate size for room setup to be roundtable with 6 chairs in each roundtable, with a head table with 4 seats for speakers at the front, 1 (one) table with 3 seats for operators, 3 (three) tables at the back with 2 chairs each for organizers and 1 (one) registration table with two seats setup outside of the meeting room. Each seat must be arranged at least 2 meters apart to allow proper social distancing. The room must have ample space for an interpreter booth and snack/lunch display. Coffee breaks (two times) with tea, coffee and at least 2 kinds of pastries, savory and sweet. Menu choice should be available for choosing prior to the event. A conference lunch buffet style from 11:30 noon – 13:30 pm consisting of a mix of local and western food with free flow water and soft drinks. Menu choice should be available for choosing prior to the event. Two (2) conference rooms to accommodate approximately 40 people to be used for two days only throughout the period on February 26-27, 2025, from 08:00-17:00: - Conference room must have no pillars inside and must have PA system and adequate size for room setup to be roundtable with 6 chairs in each roundtable, with a head table with 4 seats for speakers at the front, 1 (one) table with 3 seats for operators, 3 (three) tables at the back with 2 chairs each for organizers and 1 (one) registration table with two seats setup outside of the meeting room. Each seat must be arranged at least 2 meters apart to allow proper social distancing. The room must have ample space for an interpreter booth. One (1) flip chart, one (1) projector, one (1) screen, one (1) podium, three (3) wireless microphones, portable electrical sockets for each table, name tents for each participant, delegate amenities for participants, free flow water for participants during the conference. Banquet attendant, IT support, and Engineer staff for should be available at our disposal during the conference for any technical issues or assistance. Tea, coffee and mineral water must be available. Wifi connection must be available. This will be charged based on actual day use. Internet connection for all rented meeting rooms: 1 (one) LAN connection with a minimum dedicated bandwidth of 30 mbps on September 24-28, 2025. Wifi connection must be available on September 24-28, 2025. Equipment and supplies during the conference for main meeting room: One (1) flip chart, two (2) projectors, two (2) screens, one (1) podium, three (3) wireless microphones, portable electrical sockets for each table, name tents for each participant, delegate amenities for participants, free flow water for participants during the conference. Banquet attendant, IT support, and Engineer staff for should be available at our disposal during the conference for any technical issues or assistance. Appropriate group photo location and seating arrangement for approximately 75 participants on February 24 and must have sufficient space to allow physical distancing. Rooms and transportation related required facilities/services: Hotel should have adequate numbers of standard room (inclusive of breakfast) of a five-star hotel with access to lounge/club room: Check in: February 22; check out: March 1 (7 nights) for 10 people (single occupancy, queen/king size bed). A standard depository security safe must be available in every room. Room must be disinfected prior to guests checking in at the hotel. Number of rooms charged should be based on actual stay with no cancellation fee for cancellation made no later than 24 hours prior to check in time of the day. US Embassy will not cover the use of mini bar, room service, telephone, laundry, early check in and late check out cost. Hotel should have adequate numbers of standard room (inclusive of breakfast) of a five-star hotel: Check in: February 23; check out: March 1 (6 nights) for 60 people (single occupancy, queen/king size bed). A standard depository security safe must be available in every room. Room must be disinfected prior to guests checking in at the hotel. Number of rooms charged should be based on actual stay with no cancellation fee for cancellation made no later than 24 hours prior to check in time of the day. US Embassy will not cover the use of mini bar, room service, telephone, laundry, early check in and late check out cost. 10 times airport transfers service by Toyota Alphard for various dates between February 22- March 1, 2025, to be charged based on actual cost. The bidders must be the hotel chain companies with the offices operating and base in Indonesia. The bidders must have an established business with a permanent address and telephone listing in Indonesia. For a Quotation above 30,000 USD, Quoters must have an active registration status in the System for Award Management (SAM) prior to submission.