Notice of Intent to Limit Competition - Hotel Services

The U.S. Embassy Singapore intends to issue a solicitation under the authority of FAR 6.302-2, Unusual and Compelling Urgency, to obtain lodging, conference, and hospitality services in support of the U.S. Department of State’s Consular Leadership Development Conference/Course (CLDC) in Singapore.

The period of performance will occur during the first quarter of calendar year 2026.  Specific dates will be disclosed only to solicited vendors for security reasons.

The requirement includes lodging, conference facilities, meals, audiovisual and IT support, business center access, and limited transportation services for approximately 45–60 participants.

The scope of work includes:

• Lodging: Approximately 288 room-nights for standard guest rooms (with breakfast and Wi-Fi) and four executive/club-level rooms (with lounge access and Wi-Fi).

• Conference Facilities: A large meeting room for up to 60 participants available for the duration of the training event, including pre-event setup. Room layout to include six round tables (seating eight each) and supplementary front/rear tables. Continuous water service and morning/afternoon coffee breaks with snacks and juices are required.

• Small Meeting Room: For 10–12 participants with light refreshments.

• Lunch Service: Daily lunch during training days served in a reserved hotel dining area; menu to include chicken, beef, seafood, and vegetarian options with non-alcoholic beverages.

• Audiovisual & IT Support: Flip charts, projector and screen, podium with microphones, presentation laptops, and reliable Wi-Fi in meeting and dining areas; technical staff on site throughout the event.

• Business Center Access: Printing and photocopying services available at no additional cost to the Government.

• Transportation: Dedicated vehicle with licensed driver for up to 60 participants for one four-hour period.

• Insurance: Defense Base Act (DBA) insurance for all contract employees and Commercial General Liability insurance meeting Singapore requirements.

All services must be performed at a single secure full-service hotel property in Singapore (Marina Bay, Orchard Road, Bugis, or Clarke Quay area) within a 10-minute walk of an MRT station. Facilities must comply with local safety and fire codes and meet U.S. Government quality and security standards.

Competition:

Competition will be limited to qualified hotel operators in Singapore capable of meeting all requirements described above. Proposals from brokers, intermediaries, or subcontractors will not be considered. At least three hotels will be solicited, and one will be selected for award of a Hybrid Indefinite Delivery, Indefinite Quantity (IDIQ) contract comprising Firm-Fixed-Price and Firm-Fixed-Unit-Price CLINs. The estimated contract ceiling is SGD 230,000 with a minimum guarantee of SGD 140,000.

Capability Requirements:

• Business Licensing and Tax Compliance: Interested hotels must be owned and operated as a licensed business in Singapore and provide a valid tax identification number for Goods and Services Tax (GST). This requirement applies directly to the hotel operator; responses submitted by third parties or subcontractors will not be accepted.

• Hotel Quality and Full-Service Standard: The hotel must be a full-service property with an internationally recognized four-star or higher rating. Facilities must include purpose-built conference and meeting space with integrated audio-visual support, onsite dining options including private dining rooms, and a business center with 24-hour access. This standard ensures the facilities meet the quality, service, and comfort levels expected for an official U.S. Government conference/training event.

• Fire Safety Standards: All offered facilities must be equipped with hard-wired, single-station smoke alarms in each guest room. Hotels of more than three stories must also have an automatic sprinkler system with a sprinkler head in each guest room. These fire safety measures are mandatory for U.S. Government lodging and event contracts.

• Past Performance and Event Experience:   Hotels must demonstrate prior experience hosting government, diplomatic, or corporate training or conference events of similar size and complexity. Experience in supporting high-level or official events will be used as an indicator of capability.

• Accessibility: All facilities must provide accessibility in compliance with applicable standards for guest rooms, meeting rooms, and restrooms. Accessibility is required to ensure equitable participation for all attendees.

• Location:  The hotel must be centrally located in Singapore with reliable access to government and business districts. Location is essential to ensure timely participation in the conference and related activities.

• Insurance: The contractor must be able to obtain liability insurance coverage meeting Singapore legal requirements, as well as Defense Base Act (DBA) insurance coverage in accordance with FAR 28.309 and DOSAR 628.309. Vendors are not required to currently possess this insurance at the time of response but must certify their ability to obtain it prior to award.

Responses:

This notice is issued in accordance with FAR 5.201. It is not a request for full and open competition. Interested hotel operators that believe they can fulfill this requirement must submit a capability statement no later than November 7, 2025 at 1700 hours EST. Responses must clearly demonstrate compliance with the capability requirements and the ability to meet the Government’s lodging, conference, and support needs. The Government will review all timely responses; however, schedule constraints may not permit extending the response period or delaying award to consider late or incomplete submissions.

Responses must be submitted by email to SGProcurementRFQ@state.gov. The email subject line shall state: “[Company Name] – Capability Statement for CLDC Singapore Hotel Solicitation 19SN1026Q0003”. Attachments shall be PDF only.