140D0427Q0924_Attachment_1_-_SOW.pdf

SCOPE OF WORK

Catering and Event Support Services — REACH 250 Post-Program Evening Reception

Requesting Agency: U.S. Department of the Interior (DOI)

Point of Contact: Cara Steger, 1849 C Street NW, Washington, DC 20240

Event Location: National Museum of the American Indian, Potomac Atrium/Rasmuson Theater — 4th St SW / 1849 C St NW, Washington, DC 20240

Event Date: Tuesday, November 17, 2026

Event Time: 6:00 PM – 8:30 PM (post-program reception; program in theater begins 6:00

PM)

Estimated Guest Count: At least 250 guests and no more than 300

1. PURPOSE

The Department of the Interior requires a qualified catering contractor to provide full-service catering, staffing, rental equipment, and event support services for a post-program evening reception associated with the REACH 250 (Repatriation and Exchange for American Cultural Heritage) program.

This requirement will be structured as a firm fixed unit price (FFP) per person contract, for the guaranteed guest count established prior to the event. No deposit or advance payment will be issued by the Government. Payment will be made in full upon successful delivery of services and Government acceptance, in accordance with standard invoicing procedures (net 30 or as otherwise specified in the resulting contract).

2. BACKGROUND

The U.S. Department of the Interior will host REACH 250: Repatriation and Exchange for American Cultural Heritage on Tuesday, November 17, 2026, at the Smithsonian National Museum of the American Indian. The event includes a program held in the Rasmuson Theater followed by a reception in the Potomac Atrium for at least 250 and no more than 300 guests. The Department is seeking a Contractor to provide catered food and beverage service for the event.

3. SCOPE OF WORK

The Contractor shall provide all labor, food, beverage, equipment, rentals, delivery, and coordination necessary to execute a full-service “cocktail” reception for at least 250 and no more than 300 guests.

3.1 Food Service

• Passed Hors d'Oeuvres or Buffet Stations: A selection of no fewer than three (3) and no more than six (6) distinct options for passed hors d'oeuvres or buffet stations, to include a mix of protein-based, vegetarian, and at least one vegan and one gluten-free option. Selections to be mutually agreed upon with the DOI point of contact no later than ten (10) business days prior to the event. Preference for menu items with Native American inspiration or influence.

• Accommodation of special dietary requests (vegetarian, vegan, gluten-free, kosher, halal, and food allergies), with the Contractor notified of specific dietary needs no later than seven (7) calendar days prior to the event.

3.2 Beverage Service

• Non-Alcoholic Beverage Service: Still water, sparkling water, and soft drinks, available throughout the reception. Non-alcoholic specialty beverage(s) (e.g., mocktail/spritzer selection) can be included if it does not affect the overall cost.

• Coffee and Tea Station: Regular and decaffeinated coffee and an assortment of teas, with cream, sweeteners, and lemon.

• Cash Bar Service: Capability and resources to provide cash bar services if desired;

such services may be required but will not be funded, reimbursed, or otherwise supported under this requirement.

• 3.3 Staffing

The Contractor shall provide sufficient event-day staff to support service for at least 250 and no more than 300 guests, to include at minimum:

• Lead or Event Supervisor

• Bartender(s)

• Wait staff/servers for passing hors d'oeuvres and/or buffet/station attendance

• Kitchen/Chef staff

• Pantry staff as needed

• Maintenance/setup and breakdown staff

3.4 Rental Equipment, Furniture, and Decor

The Contractor shall provide, deliver, set up, and remove:

• Bar units (minimum 2–3, appropriately staffed)

• High-top cocktail tables and appropriate linens (quantity sufficient for 250 guests in a standing reception format)

• Cocktail/café seating as space allows (quantity sufficient for approximately 30 guests with potential disabilities or the elderly)

• China, glassware, flatware, and serving platters/utensils appropriate to the agreed menu

• Buffet/station presentation furniture (e.g., savory stations, coffee station)

• Kitchen equipment, back-of-house disposables, and sanitation supplies necessary for off-site food preparation and service within the venue's kitchen facilities

• Decorations, including flowers and theme-appropriate focal pieces

3.5 Delivery, Setup, and Breakdown

• Round-trip delivery of all food, beverage, equipment, and rental items to and from the venue.

• Setup shall be coordinated around the venue's operational schedule (museum closure for full setup, no-noise restrictions during the program in the theater, and any venue-directed entrance/loading requirements).

• Same-day pickup of all equipment, full trash removal, and recycling of all plastic, glass, and related event waste.

3.6 Event Coordination

• A dedicated event/account lead shall coordinate with the DOI point of contact on final menu selection, floor plan/layout, staffing plan, and timeline no later than ten

(10) business days prior to the event.

• Contractor shall submit a final floor plan/layout diagram for Government review and approval prior to the event.

4. CONTRACT TYPE AND PRICING STRUCTURE

• Contract Type: Firm-Fixed-Unit Price (FFUP)

• Pricing Basis: All-inclusive flat rate per person (to include food, non-alcoholic beverage, staffing, rental equipment, delivery, and coordination as described in Section 3), multiplied by the final guaranteed guest count.

• Deposit: No deposit or advance payment shall be made. Payment will be issued in full upon completion of services and Government acceptance of a final invoice reflecting the guaranteed guest count and any Government-authorized additions.

• Guest Count Guarantee: The Contractor shall accept a final guaranteed guest count no later than seven (7) calendar days prior to the event. The firm-fixed per-person price shall not increase due to guest count adjustments within this window except where the Government directs an increase in guest count, in which case the same per-person rate shall apply to the increase.

5. PERIOD OF PERFORMANCE

Single event date: November 17, 2026, with delivery/setup beginning as coordinated with the venue (anticipated early-to-mid afternoon) and full breakdown/pickup completed same-day per venue policy.

6. PLACE OF PERFORMANCE

National Museum of the American Indian, Potomac Building 4th St SW / 1849 C Street NW, Washington, DC 20240/20560

7. GOVERNMENT-FURNISHED PROPERTY/INFORMATION

• Venue access and coordination will be facilitated by DOI and the museum.

• Final floor plan and any museum-specific restrictions (e.g., approved floral/plant vendors, kitchen usage hours, noise restrictions during programming) will be provided to the Contractor by the Government or venue.

8. DELIVERABLES

Deliverable Due Date

Proposed menu selections (hors d'œuvres or buffet, beverage) 10 business days prior to event

Final floor plan/layout 10 business days prior to event

Final guaranteed guest count and dietary/special meal requests 7 calendar days prior to event

Staffing plan 10 business days prior to event

Final invoice 10 business days following event

9. ACCEPTANCE CRITERIA

In accordance with FAR 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services (a) Inspection/Acceptance, services will be deemed satisfactorily performed upon confirmation by the DOI point of contact (or designated representative on-site) that:

• Agreed-upon menu items were served in the quantities and quality specified;

• Adequate staffing was present throughout the event to ensure timely service;

• All rental equipment was set up and functioning appropriately prior to guest arrival;

• The venue was left in the condition required (full breakdown, trash removal, and recycling completed).