RFQ PR16093217 EXBS EO Indostm 2026

Background
This solicitation is issued by the Office of Export Control and Border Security (EXBS) in partnership with the Indonesian Coordinating Ministry of Economic Affairs to procure event management services for the Southeast Asia Forum on Export Control (IDSTM26) scheduled for September 15-18, 2026, in Jakarta.

The event aims to strengthen regional cooperation on strategic trade controls implementation, bringing together government officials, industry representatives, international organizations, and technical experts from Southeast Asia and the United States.

Work Details
The contractor shall provide all personnel, equipment, materials, and services necessary to support the IDSTM26 Summit. Detailed deliverables include:

A. Meeting Equipment;
B. Branding and Printing;
C. Registration;
D. Documentation;
E. Manpower;
F. Others (Permit, TAX etc.).

Specific tasks include: Event Planning and Technical Coordination such as coordinating with U.S. Government event coordinators and venue personnel, developing a detailed implementation timeline, coordinating venue layout and catering operations, and developing contingency plans for operational disruptions.

Venue Setup includes setup of main plenary room, registration area, VIP holding room, bilateral meeting rooms, stage construction, event branding, audiovisual support throughout the event operations including backup equipment for uninterrupted operations.

Branding and Printing involves designing and producing all conference branding materials including backdrops and delegate badges which must be approved by the U.S. Embassy prior to production. Registration management includes setting up a registration website developed by USG with QR code capabilities and staffing a registration desk.

Period of Performance
The contract will be performed from September 14-18, 2026.

Place of Performance
JAKARTA ID-JK INDONESIA

Bidder Requirements
Eligible bidders must be event organizer companies with active operations and a registered office based in Indonesia. Bidders must have an established business presence including a permanent physical address and a registered telephone number within Indonesia. For quotations exceeding USD 40,000, bidders must hold an active registration in the System for Award Management (SAM) and possess a valid NCAGE (NATO Commercial and Government Entity) code prior to submission.