U.S. Embassy Tallinn training program lodging services in Tallinn, Estonia

The U.S. Embassy in Tallinn requires reoccurring lodging services at a 4-star or higher category hotel in Tallinn, Estonia, for the purposes of accommodating attendees and instructors during week-long training program courses. 

The contract will be for accommodating attendees and instructors for one training course in 2025 and an additional four to five courses in 2026 and 2027 (dates TBD) in Tallinn, Estonia, and individual delivery orders shall be issued for a specified number of rooms within rates designated.

Contractor shall provide a guaranteed minimum of two (2) and a maximum of thirty-three (33) standard or superior rooms in Tallinn, Estonia per training session with single occupancy for six (6) to eight (8) consecutive nights. The contract type will be indefinite quantity-indefinite delivery.

The U.S. Embassy requirements for the lodging rooms are as follows:

• Accommodation in a 4-star or higher category hotel.
• No cancellation fee for cancellations made up to 24 hours before the reservation start date.
• Late check in/check out times to accommodate international travelers from the U.S. and other countries.
• Complimentary breakfast included in the room rates.
• All hotel facilities must be clean and in excellent working order.
• Free wireless internet access must be provided.
• The size of the hotel room must be at least 20 m².
• An overcoat closet must be available in the hotel room.
• The hotel must be accessible by bus (40 passengers).
• The hotel should be centrally located and easily accessible to business areas and places to eat.
• The hotel should be located within 7 kilometers of the Tallinn Airport.
• The hotel/offeror must operate an established business with a permanent address and telephone listing in Estonia
• Three-hours response time shall be guaranteed in communications with the Embassy point of contact for any reservation changes and other inquiries
• A local contact person from the hotel shall be available to the Embassy point of contact either on call or via email during workdays 9:00am – 5:00pm local Estonian time (GMT+2h) within a 3-hour response time.
• The hotel will be required to direct bill the US Embassy in Tallinn.

Quotations are due by August 15 2025, at 6:00 pm Estonian time (GMT+2h). No quotations will be accepted after this time. Proposals must be in English, and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to TallinnGSOProcurement@State.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449
2. Section I Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. Completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11
6. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at the time of proposal submission may deem the offeror’s proposal to be considered non-responsible, and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Please submit any questions regarding this solicitation using the attached question submission form to TallinnGSOProcurement@state.gov by close of business on July 28, 2025.