CATERING SERVICE IN ROME, ITALY
ID: 191T7025Q0010Type: Presolicitation
Overview

Buyer

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

NAICS

Caterers (72232)

PSC

LEASE OR RENTAL OF EQUIPMENT- FOOD PREPARATION AND SERVING EQUIPMENT (W073)

Original Source

https://sam.gov/opp/e8485aceb15b4761bcec5bb46e47f576/view
Timeline
    Description

    The U.S. Department of State, through the U.S. Embassy in Rome, Italy, is soliciting quotations for catering services for an Independence Day celebration scheduled for July 2, 2025, at the U.S. Ambassador’s Residence, Villa Taverna. The procurement requires a comprehensive catering service that can accommodate approximately 2,800 guests, including a cocktail-style reception for donors, with detailed specifications for food items, portion sizes, and pricing in Euros. This event is significant for U.S. diplomatic relations and requires adherence to high standards of service, personnel security, and health regulations, alongside compliance with federal anti-discrimination laws. Interested offerors must submit their quotations electronically by March 24, 2025, and are encouraged to attend a site visit on March 6, 2025; for further inquiries, they can contact Crystal D. Sheridan at SheridanCD@state.gov or Ms. Patriana Zancani at ZancaniP@state.gov.

    Point(s) of Contact
    Crystal D Sheridan
    390646742581
    SheridanCD@state.gov
    Ms. Patriana Zancani
    390646742191
    ZancaniP@state.gov
    Files
    Title
    Posted
    ATTACHMENT 1 - PRICING AND PERFORMANCE WORK STATEMENT - 0001.docx
    The government document outlines the requirements for a reception event to be held by the Embassy on July 2, 2025, accommodating approximately 2800 guests. It details the catering menu, which includes a variety of food items with specified portion sizes and prices in Euros. Additional services include the provision of professional staff for food preparation and service, setup of tables and bars, and maintenance of cleanliness throughout the event. The Embassy will supply certain items like cutlery and equipment, while the caterer must provide necessary furniture and decor. Key elements include a separate cocktail-style reception for donors, with specific refreshments and pricing. There are two pricing options for the caterers to propose, taking into account food and service costs. The document emphasizes personnel security and health requirements, including employee conduct and uniforms, while also outlining insurance liabilities. These comprehensive requirements are structured to ensure the event runs smoothly and adheres to high standards of service and safety, reflecting the government's commitment to quality in event management.
    ATTACHMENT 2 - MAP OF THE SITE 2.pptx
    The document outlines the logistical plan for the 2025 Independence Day Celebration, focusing on guest management and staff organization. It details the access routes for guests and food services, along with designated areas for various functions such as the receiving line, greeting area, and satellite kitchen. Volunteers play a crucial role in directing guests after they pass through metal detectors, ensuring a smooth flow to the gardens and the main event spaces. The working staff is instructed not to gather in front of the Villa Taverna to maintain an organized atmosphere. The overall structure emphasizes efficiency and guest experience, while highlighting the importance of designated volunteer roles in managing crowd direction during the event.
    ATTACHMENT 3 - PICTURES OF EQUIPMENT.pdf
    The document outlines the requirements for furniture and seating arrangements for a 4th of July event, specifically in a bocce court area. It specifies the procurement of various items, including 40 round tables, 400 wicker chairs with white cushions, and multiple styles of sofas and chairs. Additionally, it presents options for easy chairs, coffee tables, and poufs accommodating two to three seats. Stylistic considerations and sample images of the furniture are included, emphasizing the aesthetic appeal for the occasion. This file reflects an initiative likely associated with municipal or public event planning, indicating the government's focus on enhancing public gatherings with appropriate furnishings while prioritizing comfort and style.
    ATTACHMENT 4 - E.O.14730 FORM.docx
    The document outlines the certification requirements for contractors and offerors working with the Department of State, in compliance with federal anti-discrimination laws, particularly regarding Diversity, Equity, and Inclusion (DEI) programs. Contractors must certify that they are fully compliant with applicable federal anti-discrimination laws and do not operate any DEI programs that contravene these laws. The certification process includes a checklist and requires a signature from an authorized representative, confirming the validity of the claims. This certification is critical for the government’s payment decisions and is subject to the False Claims Act, emphasizing the importance of compliance for contractors. Overall, the aim is to ensure that federal contractors uphold anti-discrimination standards in their operations, reflecting the government's commitment to regulatory compliance in federal contracts.
    Cover Letter.pdf
    The American Embassy in Rome seeks a contractor for catering services for the Independence Day celebration on July 2nd, 2025, at the U.S. Ambassador’s Residence, Villa Taverna. Interested parties are invited to submit a competitive quotation as outlined in the Request for Quotation (RFQ), which includes key documents such as Standard Form SF-18, the statement of work, and applicable government clauses. Quotations must be submitted by 12:00 noon local time on March 24th, 2025, and must adhere to specific submission guidelines. Offerors are required to register with the System for Award Management (SAM) at https://www.sam.gov, as failure to do so may result in their proposal being deemed non-responsible. The Embassy retains the right to cancel the RFQ at any time without obligation to make an award. This solicitation underscores the Embassy's protocol in procuring services for official events while ensuring compliance with government regulations.
    RFQ 191T7025Q0010 - CATERING SERVICES IN ROME ITALY.docx
    The U.S. Tri-Mission in Rome, Italy, is seeking quotations for catering services for an Independence Day celebration at the U.S. Ambassador’s Residence on July 2, 2025. Interested offerors are encouraged to attend a site visit on March 6, 2025, and must submit electronic quotations by March 24, 2025, with specific file size and format limitations. The winning bid will be awarded based on the lowest priced, technically acceptable offer, and must comply with various documentation and qualifications, including a completed Standard Form SF-18 and evidence of past experience in catering. Additionally, contractors must adhere to specific financial, insurance, and legal requirements, including registration in the System for Award Management (SAM) and necessary local permits. The contract prohibits the inclusion of VAT in invoices due to the embassy's tax exemption. The request emphasizes the importance of past performance evaluation and other criteria that ensure compliance with government regulations and satisfactory service provision. Overall, this RFP outlines a clear process for caterers to compete for a vital event supporting U.S. diplomatic objectives in Italy.
    SF18-95a.pdf
    The document is a Request for Quotation (RFQ) from the American Embassy in Rome, Italy, for catering services. It is not a small business set-aside and outlines specific requirements and procedures for submission. Interested parties must provide their quotations, including itemized details such as supplies, quantities, unit prices, and total costs, by the specified deadline. The RFQ indicates that the government is not obliged to cover costs incurred during the preparation of submissions nor to enter into a contract based on the quotations received. Quotes must be returned to the issuing office, with provisions for prompt payment discounts offered. Key points include the submission format, delivery details, and contact information for further inquiries, emphasizing the need for domestic origin supplies unless stated otherwise. The overall purpose is to solicit competitive bids for catering services to support activities at the U.S. Embassy in Rome.
    Lifecycle
    Title
    Type
    CATERING SERVICE IN ROME, ITALY
    Solicitation
    CATERING SERVICE IN ROME, ITALY
    Currently viewing
    Presolicitation
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