VENUE HIRE | Purchase of Conference Facilities for PEPFAR Meetings | PR12244480 | Closing Date: January 05, 2024, at 11:00am, local time. 


Purchase of Conference Facilities for PEPFAR Meetings

Procurement Reference Number: PR12244480    

The U.S. American Embassy in Kampala has a requirement for a venue for PEPFAR Meetings scheduled to take place on the following dates. 

  • January 22nd -23rd, 2023
  • January 24th -25th, 2023
  • January 30th -31st, 2023

Prospective vendors are encouraged to review the requirement and provide a clear proposal in response to the requirement on or before the deadline stated below. All bids must be accompanied with NDAA representation and SAM Registration.

Issued Date: December 21, 2023
Closing Date: January 05, 2024, at 11:00am, local time.

Your proposal shall be submitted on or before the closing date to

No quotation will be accepted after the deadline.


Conference Space

Hire of a conference space shall include the following.  

No. Description Qty (Pax) Unit of Measure Unit Price Total Price
1 Conference facilities for PEPFAR Science Summit scheduled for January 22 and January 23, 2024. (all day) 180 each
2 Conference facilities for PEPFAR All Hands Meeting scheduled for January 24 and January 25, 2024 (all day). 150 each
3 Conference facilities for PEPFAR Stakeholders’ Meeting scheduled for January 30 and January 31, 2024 (all day). 250 each

Conference Package shall include the following. 

  1. Spacious Conference Rooms that can accommodate the required Pax.
  2. Good Lighting standard for professional conferences
  3. Functional Air Conditioners in the rooms
  4. Uninterruptable Power Supply with each table having access to power source.
  5. Two Break away rooms for two meetings, i.e. Required for January 24-25, and January 30-31, 2024 Meetings only. 
  6. Stationary (writing pads, pens, flipchart & markers)
  7. LCD projector and screen for each room. 
  8. Public address system
  9. Wireless internet.
  10. Preferred Setup is on Tables

Food and refreshments

  • Conference Package

Other Requirements: 

  • The provider shall allow for at least 48hours request for change (add/remove) in event services. 
  • The Provider shall be located with in Kampala.
  • The Provider shall be located within 5-10km of radius distance from the U.S Embassy Kampala on Ggaba Road. 
  • The Offeror shall be registered in the SAM (System for Award Management) database at prior to submittal of their quotation as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s quotation to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Terms and Conditions

This RFQ incorporates by reference FAR 52.212-5 and 52.252-2, with the same force and effect as if they were given in full text.  The full text of a clause may be accessed electronically at this address:

DOSAR clauses may be accessed at:

Further Information