Panama - Hotel Services and Venue Spaces

U.S. Embassy in Panama Request for Proposal (RFP)_

RFP Details
RFP Name Panama - Hotel Services and Venue Spaces
Response Due Date Wed, Jan 24, 2024
Decision Due Date Wed, Jan 24, 2024
RFP Type Meeting Space and Guest Rooms
RFP Code LKNPCY432XP
Description B. Location and Time:
• Place: Panama City, Panama.
• Fifteen (15) rooms from March 17-18, checking out on March 19, 2024. (Self-paid)
• Eight (8) rooms from March 17-22, checking out on March 23,2024. (Self-paid)
• Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024. (Self-paid)
• Date and time for event: March 18 to 22, 2024, from 8:00 a.m. to 5:00 p.m. (5-days event)
C. Services provided shall include the following deliverables:
• Deliverables for CLIN 001– Lodging – self-paid by the occupant.
• Deliverables for CLIN 002 – Conference Rooms.
• Deliverables for CLIN 003 – A/V Equipment.

Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or
Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

The property must have front and back access entrances (2 accesses), to ensure accessibility and
security and easy access to the Tocumen International Airport and located within a maximum distance
of 20 kilometers from the Airport with an accessibility time of no more than 25 minutes without traffic,
which is crucial for the operation needs of this event.
The hotel must be located within 5 minutes to downtown and business area (San Francisco, Calle 50)
due to business meetings that will be held out of the hotel.

Date for lodging services Self-paid by the occupant:

 Fifteen (15) rooms from March 17-18, checking out on March 19, 2024. (2 nights | Self-paid)
 Eight (8) rooms from March 17-22, checking out on March 23,2024. (5 nights | Self-paid)
 Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024. (5 nights | Self-
paid)
Decision Factors Award will be made to the lowest priced, acceptable, responsible offeror.
Billing Information TLG LODGING

Key Contact Information

Contact Name Afia Khan Email Address afia@tlglodging.ca
Organization Travel Lodging Group Phone Number 646 395 0211
Title Govt Sales Contract Manager
Preferred Contact Method Cvent, Email Address, Phone Number, Mobile Phone Number 646 395 0211
Mobile Phone Number
Address 4003 Fonda Way StE, Calgary, AB T2A
5R7,
Calgary, AB 84989 Canada

Organization Information
Organization Name U.S. Embassy in Panama
Organization Type Other Industry Other
Address Panama City, Panama
Panama City, Panama, CA USA
Employees 1 - 50
Events per Year 0

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Panama - Hotel Services and Venue Spaces
U.S. Embassy in Panama Request for Proposal (RFP)_

Event Information
Event Name Panama - Hotel Services and Venue Spaces
Total Attendees 65
Event Type Conference or Convention
Commission Yes - 10.00% on
Accomodation
Event History This event is happening for
the first time.

Dates Flexible No
Event Dates Mon, Mar 18, 2024 - Fri, Mar 22, 2024
Additional Information 1. Lodging:
Fifteen (15) rooms from March 17-18, checking out on March 19, 2024.
Eight (8) rooms from March 17-22, checking out on March 23,2024 and
Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024.
Rooms must be deluxe, single occupancy, with good views of landscape, with one king
size bed, each bedroom with Wi-Fi and breakfast included.
Participants will be responsible for paying their own lodging costs directly with the hotel.

2. Conference Room and Setup:

Conference room space with a minimum of 600 sq. ft with enough space to accommodate
up to 50 participants including our staff, speakers, in roundtable discussion format (six (6)
participants per table), all facing the screen, a podium with microphone, one facilitator’s
rectangle/long table at a side of the room (close to the podium) with four chairs, one area
with tables and chairs for the audiovisual equipment technicians and registration in the rear
section of the conference room.

Meals:
Lunch: March 18, 2024, will be from 12:00 p.m. to 1:00p.m. with buffet menu for 25
participants; Lunch: March 19 to March 22, 2024, will be from 12:00 p.m. to 1:00p.m. with
buffet menu for 50 participants. It can be in the hotel’s restaurant with a buffet menu. Each
participant will be responsible for their own lunch.

Coffee Break:
Hotel must provide a morning and an afternoon coffee breaks, including sweet and savory
options to eat, coffee, tea, water, and cold beverages. The coffee break must be outside of
the conference room in an area set up for networking between participants, with standing
tables. Two coffee breaks per day:
The conference room must have a permanent coffee, tea, and water station in the back of
the room.

 The hotel must identify in the quote the conference room names and size in
square feet or square meters, along with photographs of the proposed conference rooms.
 The hotel must have front and back access entrances (2 accesses), to ensure
accessibility and security.
 For the conference room space, a reliable high-speed internet connection is a
crucial requirement, there will be lot of devices connected to the conference room Wi-Fi
and may need the Wi-Fi for the presentation as well. A slow connection would limit the flow
of the event significantly.
 The Hotel must be located within a maximum distance of 20 kilometers from
Tocumen International Airport, with an accessibility time of no more than 25 minutes
without traffic.
 Set up for group

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Panama - Hotel Services and Venue Spaces
U.S. Embassy in Panama Request for Proposal (RFP)_

Guest Room Requirements

Day Any (Run of House) Single Double Suite Staff
(1 Bed) (2 Beds)
Sun, Mar 17, 2024 23

Mon, Mar 18, 2024 65

Tue, Mar 19, 2024 50

Wed, Mar 20, 2024 50

Thu, Mar 21, 2024 50

Fri, Mar 22, 2024 42

Check-In Date Sun, Mar 17, 2024 Total Room Nights 280
Peak Room Nights 65
Additional Information Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or
Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

1. Lodging:
Fifteen (15) rooms from March 17-18, checking out on March 19, 2024.
Eight (8) rooms from March 17-22, checking out on March 23,2024 and
Forty-two (42) rooms from March 18 to 22, checking out on March 23, 2024.
Rooms must be deluxe, single occupancy, with good views of landscape, with one king size bed, each
bedroom with Wi-Fi and breakfast included.
Participants will be responsible for paying their own lodging costs directly with the hotel.

Meeting Room Requirements

Start Date Mon, Mar 18, 2024
AV Requirements Conference equipment/services at the conference venue to include:
 Speakers with high sound that covers the room with good audio quality.
 4 wireless microphones
 1 Podium microphone.
 1 Front Screen big enough for all the participants.
 1 Projector
 1 Clicker
 10 Flip Chart + Markers
 1 audio/visual/systems technician available on demand to troubleshoot as needed.
 Internet specifications:
o 100Mbps dedicated Wi-fi in the conference room for participants.
o Dedicated Internet access to provide guarantee bandwidth at all times.
For the conference room, a crucial requirement is a reliable high-speed internet connection.
o 1 LAN internet connection.
 Power strips for the laptops
 The audiovisual equipment must be compatible with Windows devices and licensed Microsoft
Office, Adobe.

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