RFQ PR16093217 EXBS EO INDOSTM 2026

This solicitation seeks event management services for an event to be held in Jakarta, Indonesia, in September 2026, and is issued by the U.S. Embassy Jakarta under solicitation number PR16093217. Only event organizer companies with active operations and a registered physical office within Indonesia are eligible to bid, requiring proof of a permanent address and registered telephone number in the country. Bidders proposing services exceeding USD 40,000 must also maintain an active registration in the System for Award Management (SAM) and possess a valid NCAGE code, with compliance enforced through FAR clauses 52.204-12 and 52.204-13. The contract is awarded on a Lowest Price Technically Acceptable basis, where technical acceptability is a pass/fail determination and pricing is the primary selecting factor among qualified offerors. Performance must occur entirely in Jakarta, with delivery and acceptance taking place at the U.S. Embassy’s location, and all services are governed under a firm fixed-price contract structure. The scope of work includes managing full event registration and attendee services, requiring the provision of an online registration system, five PC all-in-one units with barcode readers, 400 PVC ID cards and lanyards, a color printer and scanner, a complete sound and staging setup, signage, seating, and other logistical equipment. Additional deliverables include photography and videography services, with digital files to be submitted on hard disk or SSD. Key personnel must include a project manager fluent in English, and offerors must submit detailed profiles of all key staff, along with evidence of past experience managing head-of-state level events. Security requirements are stringent, demanding documentation of the vendor’s security posture including fire safety provisions and readiness for high-profile event protocols. The submission deadline is July 22, 2026, and proposals must be mailed physically to the Embassy’s address in Jakarta, accompanied by supporting documentation such as three client references, venue floor plans, and proof of local licenses. Invoices must list VAT separately and comply with FAR 32.905(e), and payments will be processed by the Embassy’s Financial Management Office. The contract incorporates multiple FAR clauses, including those on trafficking in persons, privacy safeguards, foreign fixed-price contracts, and unauthorized obligations, with alternate versions of 52.247-64 and 52.222-50 specifically applied. No pricing details are provided in the solicitation,