Description
The U.S. Consulate General in Dubai seeks a qualified firm to provide full event‑logistics and operational support for the two‑day “SPACE Summit 2027” to be held in Sharjah, UAE. The contractor will manage travel coordination, venue setup, catering, AV/technical support, vendor management, participant registration, accommodation, transportation, printing of event materials, and post‑event deliverables. The award will be based on the lowest responsive price; no negotiations are anticipated unless the offer falls within a competitive range.
• Scope: End‑to‑end planning and execution of a two‑day summit (plus arrival/departure day) for up to 33 travelers and 65 on‑site guests.
• Services include: travel booking (economy‑class), hotel rooms (four‑star), airport transfers, venue liaison, AV/technical support (provided by venue), catering (coffee breaks, working lunch, gala dinner – vegetarian options, no alcohol), printing of agendas, badges, banners, signage, and post‑event documentation.
• Deliverables: detailed implementation plan, weekly status reports, participant logistics tracker, risk register, final production package, attendance records, and final contractor report.
• Timeline: Pre‑proposal conference 03 Sep 2026; questions due 07 Sep 2026; quotation deadline 15 Sep 2026; contract award expected shortly thereafter; summit to occur between 1 Mar 2027 and 30 Jun 2027 (exact dates TBD).
• Mandatory requirements: submission of SF‑1449, pricing, certifications, NDAA compliance; electronic submission only; two representatives per bidder; Emirates ID copy and company name required by 01 Sep 2026.
• Small‑business set‑aside: Women‑owned, service‑disabled veteran‑owned, and emerging small business considerations noted.