Room Accommodation and Conference Package for OPDAT Region 10 and Region 13 Workshop in Cebu City

Form / Attachment / Pricing Sheet

This document outlines the technical specifications and pricing requirements for room accommodations, conference packages, additional meals, and airport transfers. Bidders must use this to detail their proposed costs for these services.

I. Room Accommodation:

• Requires 55 rooms (Min 40/Max 55) for single occupancy, standard/deluxe.
• Dates: Check-in June 28, 2026; Check-out July 2, 2026 (4 nights).
• Amenities to be marked as included (YES) or not (NO), with costs for additional amenities.
• Key requirements include: buffet breakfast, high-speed Wi-Fi, in-room coffee/tea, bottled water, iron/board, fitness/pool access, 200 guest room capacity, standard security, central location in Cebu I.T. Park, and <30 min drive from/to airport.

II. Conference Package:

• For 55 participants (Min 40/Max 55) from June 29, 2026, to July 1, 2026 (3 days).
• Package includes: function room for 35 (U-shape) + 15 (long tables), 8-hour use (8 AM - 5 PM), morning/afternoon snacks, buffet lunch with soda.
• Inclusions to be marked YES/NO, with costs for additional amenities.
• Specific AV equipment required: PA system, 4+ wireless mics, 2500+ lumen projector, extension cords. Wi-Fi must be dedicated.
• Meeting essentials: notepads, pens, 2+ whiteboards, easel, flipcharts, markers, erasers, podium, place cards, digital signage, 2 flag stands.
• Dedicated IT/AV technician support and registration table with sanitizer.
• Venue must be within the same hotel building/compound as room accommodations.

III. Additional Meal Requirements:

• Buffet Dinner for 52 participants from June 28, 2026, to July 1, 2026 (4 days).

IV. Airport Transfers:

• Van and Sedan transfers required for airport to hotel and hotel to airport.
• Dates: June 28, 2026, to July 2, 2026.
• Costs to be based on actual vehicle type and number of ways used.

V. Grand Total:

• Summary of total costs for Room Rates, Function Room Rates, Additional Meal Rates, and Transportation Rates.

This document is critical for bidders to understand the specific requirements and associated costs for lodging, conference facilities, meals, and transportation. Bidders must complete the pricing details accurately to submit a compliant proposal.

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for a Room Accommodation and Conference Package for the OPDAT Region 10 and Region 13 Workshop in Cebu City. The specific details of the requirement are provided in attached files.

• Room accommodation for a minimum of 40 and a maximum of 55 individuals.

• Conference package including function room, meals, and equipment.

• Please refer to attached files for detailed requirements.

• The offer is for a firm fixed-price quotation.

• The U.S. Government is exempt from Philippine taxes (ad valorem, VAT, customs, duties).

• Payment will be made via Electronic Fund Transfer (EFT) within 30 days of receipt of a correct statement of account.

• Quotations are due by June 15, 2026, no later than 12:00 Noon (Philippine local time).

• Offers must be in English.

• Electronic submissions are acceptable via email to MacalaladCE@state.gov.

• Submission file formats should be MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size must not exceed 10MB per email; larger submissions may require separate emails.

• Required documents for offer consideration include:

  • Completed SF18 form.
  • Technical Specifications (Excel File).
  • Completed FAR Clauses, Representations and Certifications.
  • Evidence of established business in the Philippines with permanent address and telephone.
  • Official hotel representative or legally authorized representative.
  • Hotel must be 4-5 star and DOT-accredited within Cebu City.

• Evaluation of foreign currency offers will use the US Embassy Exchange Rate.

• This RFQ is NOT a small business set-aside.

• Offerors must be an official representative of the hotel or have legal authority to represent it.

• Offerors must have an established business with a permanent address and telephone listing in the Philippines.

• All actions over $40k require prospective vendors to be registered in the System for Award Management (SAM).

• The issuance of a fully approved and signed purchase order will serve as confirmation of the order.