Procurement of Reception Package for the U.S. Embassy’s Celebration of Independence Day 2025 in Hanoi, Vietnam
ID: 19VM3025Q0011Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY HANOIWASHINGTON, DC, 20520, USA

NAICS

Promoters of Performing Arts, Sports, and Similar Events with Facilities (71131)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Original Source

https://sam.gov/opp/fbd12c5200574a4fb9ffddddfbc96f4f/view
Timeline
    Description

    The U.S. Embassy in Hanoi, Vietnam, is seeking proposals for the procurement of a reception package to host the American Independence Day Celebration on July 11, 2025, with backup dates of July 9 or 10. The contractor will be responsible for providing a suitable venue for up to 1,000 attendees, including necessary equipment, food and beverage services, security measures, and American-themed decorations. This event is significant for fostering diplomatic relations and celebrating American culture, requiring adherence to federal regulations and compliance standards, including cybersecurity and anti-discrimination laws. Quotations must be submitted by March 28, 2025, and interested vendors can contact Albert Kafka at KafkaAB@state.gov or Bui Huyen Trang at Buith@state.gov for further information.

    Point(s) of Contact
    Albert Kafka
    842438505000
    842438505171
    KafkaAB@state.gov
    Bui Huyen Trang
    842438506095
    842438505171
    Buith@state.gov
    Files
    Title
    Posted
    19VM3025Q0011 - FoJ - Invitation Letter.pdf
    19VM3025Q0011 - SF18 RFQ for July 4th reception package - final.pdf
    The U.S. Embassy in Hanoi is soliciting quotations for hosting the American Independence Day Celebration on July 11, 2025, with backup dates of July 9 or 10. The request emphasizes that suppliers must provide venue rental, equipment, food and beverage services, and security measures for an event expecting up to 1,000 attendees. All quotations must be received by March 28, 2025. Key requirements include: - A suitable venue accommodating 1,000 guests, with adequate space for displays and VIP guests. - Technical support, including sound and projection equipment. - American-themed decorations and food options featuring both American and Vietnamese dishes. - Full security provisions for guest screening. Vendors are instructed to provide line-item costs in local currency, including prices for three guest counts (800, 900, and 1,000) and the condition that costs comprise all necessary labor and materials. The document outlines critical procurement terms, including the acceptance of purchase orders, payment schedule, and cancellation policies. This Request for Quotations (RFQ) serves as part of the U.S. government’s procurement process, emphasizing transparency and compliance with federal regulations.
    CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE FEDERAL ANTI-DISCRIMINATION LAW_AGA.pdf
    The U.S. Embassy in Hanoi, Vietnam, issued Acquisition Alert 25-07 to inform contractors and offerors about compliance requirements related to federal anti-discrimination laws. This certification mandates that all contractors confirm their adherence to relevant laws and refrain from operating any programs that promote Diversity, Equity, and Inclusion (DEI) in violation of these laws. Compliance is deemed material for government payment decisions under the False Claims Act. Contractors must complete a designated certification form, ensuring that authorized individuals sign and submit it to the contracting officer. This directive underscores the necessity for contractors to align their operations with federal regulations while navigating the procurement process, particularly in relation to federal RFPs and grants.
    Clauses - Overseas Commercial Item - Update AA 25-10 and 11_ final.pdf
    The document outlines clauses for purchase orders and blanket purchase agreements awarded by overseas contracting activities, specifically addressing commercial items. It emphasizes that certain representations required in the System for Award Management (SAM) may not be applicable during the award decisions. Key contractual clauses incorporated include compliance with the Federal Acquisition Regulation and Department of State Acquisition Regulation, covering cybersecurity risks, telecommunications restrictions, and various labor standards. It details cybersecurity supply chain risk management responsibilities for contractors, such as regular risk assessments, documentation, and prompt reporting of cybersecurity incidents. Additional clauses require adherence to prohibitions on contracting for specific telecommunications equipment and mandates a Software Bill of Materials (SBOM) submission from contractors. The document aims to ensure compliance with laws and procedural standards in federal contracting, ultimately focusing on security, labor standards, and environmental sustainability in government procurement. Its relevance is crucial for entities involved in federal grants, RFPs, and state or local contracts, highlighting the importance of thorough adherence to established regulations and risk management protocols.
    NDAA_Certificate.docx
    The document outlines requirements for contractors regarding compliance with the National Defense Authorization Act (NDAA), particularly concerning the prohibition of certain telecommunications and video surveillance equipment. Contractors must certify their compliance and disclose whether they provide "covered telecommunications equipment or services" identified as originating from specific companies associated with national security concerns. Key sections include definitions of terms such as "covered telecommunications equipment," procedures for contractors to confirm they are not using prohibited services, and representation requirements for bidders on government contracts. The NDAA clauses specifically bar the procurement or renewal of contracts involving equipment or services that incorporate covered technologies after specified dates. Notably, exceptions apply for telecommunications equipment that does not process user data. Contractors are also required to report any identified violations during contract performance and take mitigation actions to prevent future occurrences. The document serves to protect national security interests while ensuring ethical compliance among federal contractors involved in government projects. This directive applies across federal RFPs and grants, emphasizing accountability and transparency in the public procurement process.
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