19BE2026Q0004 - RFQ Cover letter.pdf

January 29, 2026

Subject: Request for Quotations (RFQ) No. 19BE2026Q0004 – J4 2026 Event Production Services

Dear Prospective Quoter, Enclosed is a Request for Quotations (RFQ) for J4 2026 Event Production Services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 18 that follows this letter.

The U.S. Government intends to award a firm fixed price IDIQ to the responsible company submitting an acceptable offer with a trade-off evaluation. The Government may award a contract based on initial quotations without holding discussions; however, we may hold discussions with companies in the competitive range if necessary.

The site visit will be held on Monday, February 9, 2026, at 10.00am at Parc du Cinquantenaire.

Prospective offerors/quoters should contact BrusselsBids@state.gov for additional information or to arrange entry to the building.

Quotations are due by Friday February 27, 2026 at 2.00pm. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to BrusselsBids@state.gov. It is important to make sure the submission is made in specific size and format; Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

Volume 1:

1. A completed offer, in which the SF-18 cover page (blocks 11e, 11f, 13a, 13b, 13c, 13d, 13e, 13f, 14, 15, 16a, 16b and 16c as appropriate, plus SF30, amendment, if any), and Section I, Pricing, has been filled out.

2. Completed Price Proposal Breakdown (Attachment A). Provide a comprehensive breakdown of the price proposal the total of which shall match that of the firm fixed-price inserted in Section 2, Pricing. Adjust the breakdown sheet as necessary.

3. Completed Section 5 Representations and Certifications.

4. Provide the evidence of SAM registration as required in FAR 52.204-7. The SAM status must be

“active”.

5. Completed form W-14 (Attachment B) if the offeror has represented that it is not a U.S. person and is eligible for exemption from the 2% excise tax.

Volume 2:

1. Technical Capability & Strategic Plan: A thorough and clear description of the methods, processes, and procedures for ensuring performance meets the standards of the SOW

1. Ability to provide necessary personnel and financial resources needed to perform the work.

2. Offeror’s plan to obtain necessary license and permits as required by local law.

3. Strategic plan for the services as required in the SOW.

4. Ground mapping of the event based on the SOW.

2. Prior Experience and Past Performance

3. Company Profile

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Andrew Malandrino Contracting Officer https://www.sam.gov/