Independence Day - Event Planner / Designer
ID: 19PE5025Q0019Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUSEMBASSY LIMAWASHINGTON, DC, 20520, USA

NAICS

Real Estate and Rental and Leasing (53)

PSC

LEASE OR RENTAL OF EQUIPMENT- FURNITURE (W071)

Original Source

https://sam.gov/opp/8df001bd760146eb8bd4c8871de131d2/view
Timeline
    Description

    The U.S. Embassy in Lima, Peru, is seeking qualified vendors to provide event planner and designer services for its Independence Day celebration scheduled for July 3, 2025. The contractor will be responsible for managing various elements of the event, including tent installations, decorations, furniture, and sound equipment, while adhering to a specific Statement of Work and thematic requirements centered around "Bicentennial - The Human Connection." This event is significant for its cultural and diplomatic importance, expecting approximately 1,400 attendees and featuring live music, food, and official remarks. Interested vendors must submit their quotations by April 11, 2025, ensuring compliance with submission guidelines and local regulations, including registration in the System for Award Management (SAM) and necessary insurance requirements. For further inquiries, vendors can contact Seth Langer at langers@state.gov or Caterina Cicirello at cicirellocl@state.gov.

    Point(s) of Contact
    Seth Langer
    (511) 618-2625
    langers@state.gov
    Caterina Cicirello
    516182712
    cicirellocl@state.gov
    Files
    Title
    Posted
    Amendment No. 2 to RFQ 19PE5025Q0019001.pdf
    The document outlines Amendment No. 2 to RFQ 19PE5025Q0019, issued by the American Embassy in Lima, addressing the planning and execution of the 2025 Independence Day event at the U.S. Ambassador's Residence on July 3, 2025. The amendment specifies updates to proposal requirements, including two options for guest attendance—1,400 and 800—and provides detailed instructions for submissions, including deadlines and proposal contents. Key elements include the necessity for technical proposals, the requirement of relevant experience, specific payment terms, and a pricing structure. The contractor will be responsible for planning and executing installations, decorations, food services, and music/sound arrangements, with emphasis on alignment with the event's theme, "Bicentenniat-The Human Connection." Furthermore, security protocols for access to the premises and requirements for contractor's qualifications and insurance are detailed. The proposal must adhere to strict guidelines, including submission formats, necessary licenses, and SAM registration for contracts exceeding $30,000. The document underscores the importance of meeting deadlines, maintaining communication regarding security, and ensuring high-quality execution for the event, reinforcing the government's commitment to effective and efficient procurement standards.
    Questions and Answers.pdf
    The document outlines a set of questions and answers regarding a Request for Quotation (RFQ) for event planner and designer services for the U.S. Independence Day Celebration scheduled for July 4, 2025. Key clarifications include the non-requirement of ambulance or portable bathroom services and a stipulation on setup and dismantling timings, which are limited to weekdays from 8 am to 6 pm without overnight options. The need for structural tent plans to be signed by licensed professionals is waived. Furthermore, offerors must ensure compliance with local Peruvian laws concerning licenses and insurance, particularly the SCTR insurance for workers. A detailed floor plan of the event venue, including the garden and terrace area, is provided for planning purposes. The document emphasizes that all clauses highlighted in the submission documents must be fully completed, maintaining a focus on compliance and clarity in the bidding process for prospective event planners.
    RFQ19PE5025Q0019 Package.pdf
    The U.S. Embassy in Lima, Peru, has issued Request for Quotations (RFQ) 19PE5025Q0019 for event planner and designer services for its 2025 Independence Day celebration. Scheduled for July 3, 2025, at the Ambassador’s Residence, the event expects 1,400 attendees and includes live music, food, and remarks from officials. Interested vendors must submit quotations by April 11, 2025, ensuring compliance with specific guidelines, including format (MS-Word 2007/2010, MS-Excel 2007/2010, or PDF) and size limitations (maximum 30MB). The contractor is expected to manage elements such as tent installations, decorations, furniture, and sound equipment, adhering to a provided Statement of Work and thematic requirements. Proposals must include a thorough price breakdown and demonstrate prior experience managing similar events. Offerors must also be registered in the System for Award Management (SAM) prior to submission, and adherence to security protocols is crucial. This request emphasizes the government’s focus on securing competitive offers for high-stakes events while maintaining safety and compliance with federal guidelines. The process encourages creativity and effective project management in fulfilling the cultural and diplomatic significance of the celebration.
    SF30.pdf
    The document is an amendment to Request for Quotation (RFQ) 19PE5025Q0019 issued by the American Embassy in Lima, Peru, set to be effective as of April 2, 2025. It outlines specific qualifications required from offerors, including proficiency in English, business presence in Peru for at least five years, all necessary licenses and permits, compliance with local insurance requirements, and a clean criminal record. Additionally, past performance and product quality are emphasized as key factors for consideration. The amendment replaces certain sections of the proposal format and content requirements, mandating submissions that include a completed SF-1449 with a price breakdown, a technical proposal, relevant experience, and proofs of compliance with local laws. Questions regarding the RFQ need to be submitted in English by April 4, 2025. This document plays a crucial role in the procurement process, ensuring that vendors meet all necessary criteria to foster successful governmental contracts while adhering to regulations and operational standards in Peru.
    Lifecycle
    Title
    Type
    Independence Day - Event Planner / Designer
    Currently viewing
    Solicitation
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