Services to Support Seminar in Lviv, Ukraine

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).