Caribbean Regional Intelligence Conference (CARIC) Lodging+ Meals, Conference rooms

Solicitation / RFP / RFQ

This solicitation (RFQ) is for lodging, meals, conference rooms, and other services to support the Caribbean Regional Intelligence Conference (CARIC). The event is scheduled to take place in Bridgetown, Barbados, from April 20 to April 24, 2026. This is a senior-level event with approximately 70 participants, requiring a venue that reflects prestige and executive quality.

• Lodging: 64 contracted room-nights (breakfast included) and provision for 191 "Self-Pay" room-nights. Single occupancy rooms or suites are required.

• Meals: Provision for breakfast, lunch, and dinner.

• Conference Facilities: Main conference room, administrative/control room, and two board rooms, all equipped with beverage stations. Audio/visual equipment (microphones, speakers, screens) is also required.

• Services: Internet connectivity, photocopy, fax services, parking (10 spots, 24 hours), registration area, and private rooms for lunch/dinner.

• Hotel Requirements: Proximity of facilities, security coordination, Force Protection Inspection, a hotel representative for liaison, and immediate correction of service breakdowns.

• Period of Performance: April 18, 2026 (arrival) to April 25, 2026 (departure).

• Place of Performance: Bridgetown, Barbados.

• Contract Type: Firm Fixed Price.

• NAICS Code: 721110 (Hotels and Motels).

• Submission: Electronic quotes via email to marco.f.deoliveira.civ@mail.mil by the closing date stated in SF 1449, Block 8.

• Evaluation: Lowest Price Technically Acceptable (LPTA). Quotes will be evaluated in order of lowest price. Only the lowest-priced quote that meets all technical specifications will be evaluated.

• Quote Validity: Prices must be held firm for 30 calendar days from the quote receipt date.

• Registration: Awardees must be registered in the System for Award Management (SAM) database.

• This acquisition is UNRESTRICTED.

• Quotes will NOT be accepted from third-party agencies or brokers; only direct quotes from hotels will be accepted.

• The USG will not pay for movies, mini-bars, laundry, room service, or telephone calls.

• Payments will be made via MASTERCARD Government Purchase Card.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, small business concerns, and labor standards.

Amendment / Modification

This amendment modifies the solicitation "W91QEX26QA008" dated 19 MAR 2026. The primary change is an update to the verbiage on ADDENDUM TO FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services.

• The "ADDITIONAL INSTRUCTIONS AND INFORMATION" section has been modified.

• Technical Acceptability is now defined as meeting all specifications in the Performance Work Statement, with the lowest-priced technically acceptable quote being evaluated first.

• Quoters must submit complete quote packages electronically via email to the Contract Specialist.

• The period for quote acceptance is 30 calendar days.

• Submitting a quote certifies that products/services meet or exceed PWS requirements and delivery schedules.

• Quoters must comply with all instructions to ensure a complete proposal; failure to do so may result in unacceptability.

• The place of performance is Bridgetown, Barbados.

• Prospective awardees must be registered in the SAM database prior to award.

• Standard Form (SF) 1449, block 17(a) must include specific company information.

• Quotes must be in English and U.S. Dollars, with unit prices and total amounts for CLINs/SubCLINs.

• Hotel cancellation guidelines must be submitted.

• Quoted prices must be all-inclusive, factoring in any credit card processing fees.

• The Government reserves the right to cancel the solicitation.

• Quotes will only be accepted directly from hotels; third-party agencies or brokers will be considered nonresponsive.

• The amendment clarifies submission requirements and evaluation criteria. It does not appear to change the proposal deadline, but bidders should review the updated instructions carefully.

Solicitation / RFP / RFQ

This solicitation (W91QEX26QA008) is for lodging, meals, conference rooms, and other services to support the Caribbean Regional Intelligence Conference (CARIC) in Bridgetown, Barbados. The event is scheduled from April 20 to April 24, 2026. The services are for approximately 70 senior-level participants.

• Lodging: 64 contracted room-nights and provision for 191 "Self-Pay" room-nights. Early check-in and late check-out are permitted.

• Meals: Provision for conference participants.

• Conference Facilities: Main conference room, administrative/control room, and two board rooms. Audio/visual equipment may be required.

• Services: Business center access, parking (10 spots), registration area, and private rooms for lunch/dinner.

• Security: Facilities are subject to US Government Force Protection Inspection and must pass a Food and Water Risk Assessment (FWRA).

• Hotel Representative: A designated representative is required to liaise with the Government Representative (GR).

• Contract Type: Not explicitly stated, but implies a firm-fixed-price arrangement for services.

• Period of Performance: Primarily April 18-25, 2026, with the conference itself from April 20-24, 2026.

• Estimated Value: Not stated in the provided pages.

• Offer Due Date: March 20, 2026, at 09:00 AM.

• Evaluation: Award will be made on a Lowest Price Technically Acceptable (LPTA) basis. Offerors must meet all specifications outlined in the Performance Work Statement (PWS) and address each specification and deliverable to be considered technically acceptable.

• The acquisition is marked as "UNRESTRICTED".

• The document includes numerous FAR and DFARS clauses incorporated by reference, covering various aspects of contract performance, payment, and compliance.

• Payments will be made via MASTERCARD Government Purchase Card.

• The North American Industry Classification System (NAICS) code is 721110.

Solicitation / RFP / RFQ

This Informal Request for Quote (RFQ) seeks proposals for lodging, meals, conference rooms, and other services to support the Caribbean Regional Intelligence Conference (CARIC) in Bridgetown, Barbados, from April 20-24, 2026. The government is procuring these services to host approximately 70 senior-level participants.

• Lodging: Single occupancy rooms for 64 contracted room-nights and blocking of 191 room-nights for "Self-Pay" personnel.

• Meals: Continental breakfast, lunch, and dinner for contracted participants. "Self-Pay" personnel will pay for their own meals.

• Conference Facilities: Main conference room (approx. 2,500 sq ft for 70 participants), seminar conference room (for 25 participants), two small boardroom-style meeting rooms (for 8-10 participants each), and an administration room.

• Services: Internet connectivity (Wi-Fi), audiovisual equipment, parking, and bottled water.

• Security: Force Protection Inspection and FWRA inspections are required.

• Award will be made to the Lowest Priced Technically Acceptable (LPTA) offer.

• The government will pay for contracted items via Mastercard or WAWF.

• Prices shall be all-inclusive; local and federal taxes should be outlined separately.

• Quotes must be submitted in English and U.S. Dollars.

• Quotes are valid for at least 30 days.

• Close Response Date/Time: Friday, March 20, 2026, at 09:00 AM EST.

• Submission Method: Email ONLY to sandra.jeanlouis.civ@mail.mil and cc: sherwin.d.riley.civ@mail.mil.

• Evaluation is based on LPTA.

• Quoters must be registered in the System for Award Management (SAM).

• Quotes will not be accepted from third-party agencies. The government requires privity of contract directly with providers.

• The venue should reflect prestige and executive quality.

• The government reserves the right to cancel room reservations up to 24 hours in advance without penalty.

• Contractors shall not cite conference names, locations, or pictures on their websites.