EUR/Athens -Event Management and Rental Services for Independence Day Reception on June 25, 2025
ID: 19GR1025Q0028Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFAMERICAN EMBASSY ATHENSWASHINGTON, DC, 20520, USA

NAICS

All Other Professional, Scientific, and Technical Services (541990)

PSC

SUPPORT- MANAGEMENT: CONTRACT/PROCUREMENT/ACQUISITION SUPPORT (R707)

Original Source

https://sam.gov/opp/ff8d6e6d91d8408eb4baafd8c29a74b8/view
Timeline
    Description

    The Department of State, through the American Embassy in Athens, is seeking qualified vendors to provide event management and rental services for the United States Independence Day reception scheduled for June 25, 2025, at the Megaron Athens Concert Hall in Greece. The selected contractor will be responsible for comprehensive event logistics, including catering for approximately 1,500 guests, audio-visual equipment, and adherence to health and safety regulations, while ensuring compliance with federal anti-discrimination laws. This opportunity emphasizes the importance of high-quality service standards and accountability in government procurement processes. Interested parties must submit their quotations electronically by April 23, 2025, and are encouraged to attend a site visit on April 8, 2025; for further inquiries, contact Dresden A. Kalin or Kelly Georgopoulou at athprocurement@state.gov.

    Point(s) of Contact
    Dresden A. Kalin
    athprocurement@state.gov
    Kelly Georgopoulou
    Athprocurement@state.gov
    Files
    Title
    Posted
    19GR1025Q0028_A0001.pdf
    This amendment to solicitation number 19GR1025Q0028, effective April 14, 2025, involves the provision of audio-visual and related services for an event hosted by the American Embassy in Athens. The contractor is required to supply a comprehensive audio-visual setup, encompassing rental and operational services such as sound systems, video displays, stage backdrops, and a musical band. Key components include the setup of a sound system with digital mixing capabilities, a video wall comprising four 55-inch screens, and extensive microphone and recording equipment for successful multimedia presentations. Additionally, the contractor will provide a stage backdrop and signage cover while accommodating the needs of a performing band with specific audio equipment. The document also emphasizes the importance of adhering to a cancellation policy should event attendance necessitate adjustments. Overall, the amendment clarifies and expands on the expectations and requirements for the contractors involved in this embassy-hosted event, ensuring clarity in service provisions and responsibilities.
    PreSolicitation SAM Notice.pdf
    The proposed solicitation number 19GR10-25-Q-0028 is a pre-solicitation notice for event management and rental services for the U.S. Independence Day celebration on June 25, 2025, at the Megaron Athens Concert Hall, Greece. Only established businesses with the necessary licenses and a permanent address in Greece can apply. The solicitation falls under the classification code R707 for management support services and uses NAICS code 541990, covering a broad spectrum of professional services. This contract will be a firm fixed-price award, and offers may be accepted without further discussion. Interested contractors must be registered in the SAM (System for Award Management) database before submitting their proposals. Electronic submissions are permitted, with specific file size and format restrictions, and the contract performance will take place at the U.S. Embassy in Athens. The document states that vendors can manage their interest status, but they cannot view the interested vendors list. The solicitation is set to be archived on April 20, 2025, and should be issued on the SAM.gov website once available.
    Questions_And_ Answers_Final.pdf
    The document outlines the Q&A for the RFP regarding event management and catering services for the J4 Celebration Reception at the U.S. Embassy in Athens, Greece. Key topics include the provision of sign language interpretation, with a requirement for specific audio-visual equipment for effective display on monitors. The acceptable curtain dimensions for the event have been clarified, allowing for a 10x4 meter curtain instead of the originally stated dimensions, as per previous amendments. Furthermore, the positioning of the band has been specified; they will perform on the top floor, with additional requirements detailed in the amendments. This communication ensures that all service providers are aligned with the expectations for the event's setup and operation, while facilitating accessibility and logistical considerations. The document serves to clarify vital aspects of the event planning process within the framework of federal RFPs.
    RFQ for J4 reception_19GR1025Q0028_final.pdf
    The Embassy of the United States in Athens, Greece, has issued a Request for Quotations (RFQ) for full Event Management and Catering Services for an Independence Day celebration scheduled for June 25, 2025, at the Megaron Athens Concert Hall. Interested companies must submit a completed quotation including various required documents such as the SF-1449 form, compliance certifications, and proof of SAM registration. Quotations must be submitted electronically by April 23, 2025, and a site visit is organized for potential quoters on April 8, 2025. The event will cater to approximately 1,500 guests, requiring a selection of menu items, adequate staff, audio-visual equipment, and adherence to health and safety regulations. Additionally, contractors must ensure compliance with federal anti-discrimination laws in their operations. The contract emphasizes contractor responsibility for event logistics, catering, and quality assurance, with specific provisions for health, safety, and performance standards. The document outlines the required goods and services, billing procedures, and the obligation for contractors to maintain high service standards. This RFQ exemplifies government procurement practices aimed at ensuring accountability, quality, and compliance with legal requirements in federal grant and contract processes.
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