Solicitation
RFQ for Lodging services for training event in Riga, Latvia
Department of State
AI summaryThe U.S. Embassy in Tallinn (State Department) wants hotel rooms in Riga, Latvia for a November 2026 training course, in request for quotations (RFQ) 19EN1027Q0001. Only hotels that run their own business in Latvia can bid: the Embassy said U.S. firms, foreign firms and resellers that would subcontract the hotel are not accepted. Rooms are needed November 6-14, 2026, a maximum of 30 single rooms and 196 room nights. SAM.gov shows the response due date as October 29, 2029, while the RFQ says October 29, 2026. More in the summary
AI summary Beta
The U.S. Embassy in Tallinn (State Department) wants hotel rooms in Riga, Latvia for a November 2026 training course, in request for quotations (RFQ) 19EN1027Q0001. Only hotels that run their own business in Latvia can bid: the Embassy said U.S. firms, foreign firms and resellers that would subcontract the hotel are not accepted. Rooms are needed November 6-14, 2026, a maximum of 30 single rooms and 196 room nights. SAM.gov shows the response due date as October 29, 2029, while the RFQ says October 29, 2026.
Who can bid (4)
- A direct service provider: the hotel itself must bid, not a reseller or a prime that subcontracts the hotel
- Both the hotel property and the offeror must have an established business with a permanent address and telephone listing in Latvia
- Hotel of 4-star or higher category with Superior or higher rooms
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- A CAGE code supplied with the offer
How to submit: Email to TallinnGSOProcurement@state.gov, with RFQ nr. 19EN1027Q0001 in the subject line, due October 29, 2029, 12:00 PM UTC+2 in SAM.gov; the RFQ says October 29, 2026, 12:00 PM GMT +2. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (6)
From the version posted Oct 21, 2026.
- Serious: Must be a direct Latvian provider with a Latvian address and phone. The Embassy answered that U.S. firms, firms registered outside Latvia and primes that subcontract the hotel are not eligible, so only a hotel with its own Latvian business can bid.
- Worth checking: Euro prices, with VAT shown separately. Quote the nightly rate in Euro without taxes and show VAT and other taxes as a separate line; the grand total includes all applicable taxes and is the most the Embassy will pay.
- Worth checking: Award rule is worded two ways. The cover letter says lowest price among acceptable offers, while the evaluation section says most advantageous to the Government, price and other factors considered; ask the contracting officer which governs.
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- Worth checking: Rooms must match exactly. Standard rooms are not accepted; the Embassy said offers that do not fully meet the requirements will not be considered.
- Minor: Cancellation on the day of arrival is charged in full. The Embassy answered that rooms cancelled 24 hours before arrival carry no fee, but cancellation on the day of arrival means the Embassy pays the full cost.
- Minor: Room count could be as low as 2. The contract allows a minimum of 2 and a maximum of 30 rooms, though the quote is priced on an estimated 196 room nights.
Read from the notice and 3 attachments. Show which files.
- Amendment 0001 SF30 to RFQ nr. 19EN1027Q0001.pdf (read)
- RFQ nr. 19EN1027Q0001, lodging for training event in Riga, Latvia.pdf (read)
- Questions and Answers document.pdf (read)
Full summary
What they want
- Single-occupancy Superior or higher hotel rooms in the Riga city center: estimated QTY 30 rooms and 196 room nights, a minimum of 2 and a maximum of 30 rooms
- Stays: 8 rooms for November 6-14, 2026 (64 room nights) and 22 rooms for November 8-14, 2026 (132 room nights); the training itself runs November 9-13, 2026
- Hotel of 4-star or higher category, rooms of at least 20 m² with a King or Queen bed, private bath, heating, air conditioning, telephone and an overcoat closet
- Free breakfast, free wireless internet and free access to a well-equipped gym
- A hotel that is centrally located, near business areas and places to eat, and reachable by a 40-passenger bus
- Late check-in and check-out times for international travelers
- Reply within three hours to the Embassy contact about reservation changes and other questions
- Bill the U.S. Embassy Tallinn directly, with value added tax (VAT) as its own line on invoices sent by email
- Contract type
- Fixed price
- Period of performance
- Room stays between November 6 and November 14, 2026; training course November 9-13, 2026
- Place of performance
- Riga, Latvia (outside the United States)
- Estimated value
- Not stated
- How they'll choose
- The cover letter says award goes to the responsible company with an acceptable offer at the lowest price; the evaluation section instead says the offer most advantageous to the Government, price and other factors considered
- Offers due
- October 29, 2029, 12:00 PM UTC+2 in SAM.gov; the RFQ says October 29, 2026, 12:00 PM GMT +2
- How to submit
- Email to TallinnGSOProcurement@state.gov, with RFQ nr. 19EN1027Q0001 in the subject line
What they'll judge offers on
- Price: priced per room per night in Euro, without taxes; the estimated grand total uses 196 nights and includes all applicable taxes
- Conformance: the rooms and hotel must fully meet the solicitation requirements, or the offer cannot be considered
- Ability to meet the required performance period, considering other business commitments
- Satisfactory record of integrity and business ethics
- Necessary organization, experience and skills, and necessary equipment and facilities, or the ability to obtain them
- Otherwise qualified and eligible for award under applicable laws and regulations
What to include when you submit
- Send files as MS-Word, MS-Excel or Adobe PDF; each email must stay under 30MB, so split large submissions across separate emails
- Complete and sign the Standard Form 1449 (SF 1449) cover page, filling in blocks 12, 17, 23, 24 and 30
- Fill in the Section I pricing table in Euro: price per room per night without taxes, with VAT and other taxes shown as a separate line
- Include evidence that you run an established business with a permanent address and telephone listing in Latvia
- Include general information on the hotel (number of rooms, amenities) and proof that it meets the requirements
- Complete Section 5, the representations and certifications, by ticking boxes or adding the information asked for
- Put your CAGE code (a business identification code) on the offer with your name and address
- Hold your prices firm for 60 calendar days from the response due date
- Acknowledge Amendment 0001 with your offer
- SAM.gov registration is not needed for this requirement, per the Embassy’s answer; the Section 5 information is enough
Not in the notice text
- The question deadline is not given; the Embassy's answers say amendments and answers come after October 20, and the answers are posted in the Questions and Answers document
- The Embassy's budget or estimated value for this lodging is not given
- The solicitation does not say whether a hotel needs any Latvian license beyond a permanent address and telephone listing
- The Contracting Officer's Representative is listed only by title, Training Program Coordinator
Eligibility and how to respond
- No set-aside: any business, large or small, can bid unless the notice says otherwise.
- How to submit, from the AI summary: Email to TallinnGSOProcurement@state.gov, with RFQ nr. 19EN1027Q0001 in the subject line. Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 21, 2026
- Notice type
- Solicitation
- Office
- U.S. Embassy Tallinn
- Product/service code
- V231 · Transportation/Travel/Relocation – Travel/Lodging/Recruitment: Lodging, Hotel/Motel
- Business type
- Lodging & travel services (FedReady's grouping, from NAICS 721110)
- Versions
2 versions have been posted, newest first.
- Oct 21, 2026 · Amendment 0001 (this version)SAM.gov date Oct 29, 2029
- Oct 5, 2026 · SolicitationSAM.gov date Oct 29, 2029
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
Terms on this notice: Solicitation
Full notice text from SAM.gov
The U.S. Embassy in Tallinn requires lodging services at a hotel in Riga, Latvia for the purposes of accommodating attendees for a training program. The program is scheduled to conduct a training course in November 2026. Room requirements are estimated to be as follows: November 6-14, 2026 – 8 rooms (64 room nights) November 8-14, 2026 – 22 rooms (132 room nights) Hotel Accommodation Requirements: • Accommodation at a 4-star or higher category hotel. • No cancellation fee for cancellations made up to 24 hours before booking. • 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. • The room type must be Superior or higher. • The room must include a King or Queen size bed. • Complimentary access to well-equipped gym facilities must be provided. • An overcoat closet must be available in the Hotel room. • Late check in/check out times to accommodate international travelers from the U.S. and other countries. • The hotel should be centrally located and easily accessible to business areas and places to eat. • The Hotel must be accessible by bus (40 passengers). • Hotel/Offeror operates an established business with a permanent address and telephone listing in Latvia. • Three hours’ response time shall be guaranteed in communication with the Embassy point of contact for any reservation changes and other inquiries • Direct invoice billing to the US Embassy Tallinn
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