Services to Support Seminar in Lviv, Ukraine
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
AI Contract Overview
The United States Embassy in Ukraine is soliciting quotations from qualified vendors to provide comprehensive services for a seminar scheduled for September 28 to October 2, 2026, in Lviv, Ukraine. The required services include securing and renting a suitable conference facility, supplying technical support, catering for coffee breaks and buffet lunches, providing mineral water, and arranging accommodation for attendees. All submissions must be in English, delivered as a PDF via email to KyivSolicitations@state.gov by 17:00 Kyiv time on August 20, 2026, with the exact subject line referencing solicitation number PR16183741. Late submissions will not be considered. Vendors must include their legal name, detailed descriptions and photographs of the facilities, approved menus, and a line-item price quote covering all services, taxes, and total cost, with payment options in either Ukrainian Hryvnyas or U.S. Dollars. Ukrainian vendors will be paid in Hryvnyas, while non-Ukrainian vendors may be paid in U.S. Dollars if quoted in that currency, with currency conversions based on the National Bank of Ukraine’s official rate at invoice time. Vendors must also provide clear terms for order cancellation, written confirmation of acceptance of the U.S. Government’s 30-day payment terms under the Prompt Payment Act, and either a Unique Entity ID from SAM.gov or a completed Express NDAA Certification Form. Compliance with Defense Base Act insurance requirements is mandatory for U.S. citizens, lawful U.S. residents, or individuals hired in the United States; all others working under the contract are covered under Ukraine’s Mandatory State Social Security law, and vendors must submit a statement detailing the applicability of DBA insurance, the number of covered U.S.-related personnel, and verification of local insurance compliance. The U.S. Government will award the purchase order to the responsible vendor offering the lowest evaluated price with an acceptable proposal, with no discussions guaranteed unless necessary. Inquiries must be submitted by August 11, 2026, at 12:00 Kyiv time. Certain SAM registration representations not applicable to this solicitation may be displayed but are not required for evaluation or award.
General Info
Agency
NAICS
Place of Performance
Lviv, DC, UKRSet-Aside
Documents
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Timeline
Response Deadline
Organization & Contact Information
Full Description
The Embassy of the United States of America in Ukraine invites all interested responsible vendors to submit quotations for services to support a seminar that will be held on September 28- October 2, 2026, in Lviv, Ukraine. The required services include rental of conference facility, technical support services, catering services, and accommodation. The Scope of Work is attached to this announcement.
All quotations must be prepared in English language and submitted in PDF format by e-mail on or before August 20, 2026, 17:00 (Kyiv time) to KyivSolicitations@state.gov with subject line “Services to Support Seminar in Lviv, Ukraine – PR16183741”. No quotations will be accepted after the indicated deadline.
For a quotation to be considered, you should submit the following:
(1) Legal name of offeror
(2) Description and photos of the conference and accommodation facilities offered, showing that they fully meet requirements outlined in the Scope of Work.
(3) Menu for coffee-breaks and buffet-lunches that meet requirements outlined in the Scope of Work.
(4) Detailed price quote that includes price for each service (rental of conference room, technical support services, coffee-breaks, lunch buffet, mineral water, and accommodation), applicable taxes if any, and total amount of quote. Vendors may submit their quotes in Ukrainian Hryvnyas or in U.S. dollars. Ukrainian vendors will be paid in Ukrainian Hryvnyas; price submitted in U.S. dollars will be converted to Ukrainian Hryvnyas based on official exchange rate of the National Bank of Ukraine on the date of invoice. Other than Ukrainian vendors are eligible to be paid in U.S. dollars if their quote is submitted in U.S. dollars.
(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) Offeror’s Unique Entity ID in System for Award Management (SAM, www.sam.gov) or completed Express NDAA Certification Form (attached) for those not registered in SAM.
(8) 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:
- whether they will be required to provide Defense Base Act Insurance.
- whether employees who will work under this purchase order are insured according to the Law of Ukraine “On Mandatory State Social Security”.
- quantity of employees who are (a) citizen(s) and/or (b) lawful resident(s) of the United States of America and/or (c) was hired in the United States of America.
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 KyivSolicitations@state.gov with subject line “Services to Support Seminar in Lviv, Ukraine – PR16183741” no later than August 11, 2026, 12:00 (Kyiv time).
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