19GR1024Q0024_Final version .pdf

Embassy of the United States of America

Athens, Greece

May 17, 2024

To: Prospective Quoters

Subject: Request for Quotations number 19GR1024Q0024

Enclosed is a Request for Quotations (RFQ) for complete Event Management and Catering Services for the celebration of Independence Day to be held on July 15, 2024, at the Megaron Athens Concert Hall

(Megaron) in accordance with the Schedule of Supplies and Services.

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

- SF-1449 (blocks 17, 24 and 30). Block 24 should list the total value of the quote.

- Section 1, The Schedule.

- Additional information as required in Section 3, Solicitation Provisions.

- Additional information as required in Section 4, Evaluation Factors.

- Section 5, Representations and Certifications, FAR Provisions 52.204-24 and 52.204-26.

- Your company UEI (Unique Entity Identifier) number as proof of SAM Registration (required if your quotation is above $30,000).

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 (required for quotations above $30,000 in value).

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable quotation based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Your quotation must be submitted electronically by email with the subject line "Quotation 19GR1024

Q0024 Enclosed" to AthensOffers@state.gov on or before 14.00 hours (Athens Time) on June 7, 2024.

No quotation will be accepted after the cut-off date and time.

https://www.sam.gov/ mailto:AthensOffers@state.gov

An organized site visit will be held on May 23, 2024, at 12.30 hours. Prospective offerors/quoters should send their names with their ID or Passport Nos. as well as a contact phone number to

AthProcurement@state.gov no later than 12.00 hours on May 21, 2024, to arrange entry to the premises.

Please direct any questions regarding this solicitation in writing to email athprocurement@state.gov.

Questions must be written in English, and may be sent by 12.00 hours local time, on May 27, 2024.

Sincerely, Sergey A. Olhovsky Contracting Officer

Enclosure as stated mailto:AthProcurement@state.gov mailto:athprocurement@state.gov

AUTHORIZED FOR LOCAL REPRODUCTION SF 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR12545990

2. CONTRACT NUMBER

3.AWARD/EFFECTIVE DATE 4. ORDER NUMBER

5. SOLICITATION NUMBER

19GR1024Q0024

6. SOLICITATION ISSUE

DATE 05/17/2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Ms. Kelly Georgopoulou

b. TELEPHONE NUMBER (no collect calls)

AthProcurement@state.gov

8. OFFER DUE DATE/

LOCAL TIME

June 7 @ 14.00 pm

(local time)

9. ISSUED BY CODE 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB

DESTINATION UNLESS

12. DISCOUNT

TERMS

American Embassy -GSO [ x] UNRESTRICTED

[ ] SET ASIDE % FOR

BLOCK IS MARKED

[ ] SEE SCHEDULE

91 Vas. Sofias Avenue

101 60 ATHENS

[ ] SMALL BUSINESS

[ ] SMALL DISADV BUSINESS

13a. THIS CONTRACT IS RATED ORDER

UNDER DPAS (15 CFR 700)

[ ] 8(A) 13b. RATING

SIC: 14. METHOD OF SOLICITATION

SIZE STANDARD: [x] RFQ [ ] IFB [ ] RFP

15. DELIVER TO CODE 16 . ADMINISTERED BY CODE

17a. CONTRACTOR / CODE

OFFEROR

FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

Electronic Funds Transfer (EFT) Payment

[ ] 17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK BELOW IS

CHECKED

[ x] SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Complete catering services for the Independence Day reception, as stated in the Schedule.

Euros

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

Euros

[x] 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA [x] ARE [ ] ARE NOT ATTACHED.

[ ] 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA [ ] ARE [ ] ARE NOT ATTACHED.

[ ] 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _ COPIES TO ISSUING

OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE

IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

AND CONDITIONS SPECIFIED HEREIN.

[ ] 29. AWARD OF CONTRACT: REFERENCE _____________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO

ITEMS: ____________.

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)

31c. DATE SIGNED

32a. QUANTITY IN COLUMN 21 HAS BEEN

[ ] RECEIVED [ ] INSPECTED [ ] ACCEPTED, AND CONFORMS TO THE

CONTRACT, EXCEPT AS NOTED

33. SHIP NUMBER

34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

[ ] PARTIAL [ ] FINAL

36. PAYMENT 37. CHECK NUMBER

32b. SIGNATURE OF AUTHORIZED GOVT. REPRESENTATIVE 32c. DATE [ ] COMPLETE [ ] PARTIAL [ ] FINAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER

40. PAID BY

42a. RECEIVED BY (Print)

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE 42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL

CONTAINERS

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19GR1024Q0024, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19GR1024Q0024, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 – Exhibitors Manual

• Attachment 2 – Space layout

Section 2 - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section 4 - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19GR1024Q0024

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

The purpose of this firm fixed price purchase order is to provide complete event management and rental services for the celebration of the United States Independence Day on July 15, 2024, at the Megaron

Athens Concert Hall (Megaron), in accordance with the Schedule of Supplies/Services below. The services covered by this contract include, but are not limited to: event management services, catering services management of a Megaron-approved catering Contractor serving food items listed in the

Schedule of Supplies/Services below, photography services, audio-visual equipment rental and operation, disk jockey services, and audio-visual display rental and operation services. Contractor shall comply with all guidance provided by Megaron in the Exhibitors Manual (Attachment 1).

I. PRICING

The Contractor shall provide the services shown in the Schedule of Supplies/Services below, including furnishing all labor, materials, equipment, and services required under this purchase order for the following firm fixed price. This price shall include all labor, materials, all insurances, overhead and profit.

Line Item Description Price – in Euros

01 Food (5 hot and 4 cold items, fruit, dessert)

02 Beverages / Drinks

03 Staff

03 Serving Equipment (installation/removal, transportation)

04 Entertainment Services (Photography, A/V equipment, DJ, etc.)

05 DBA Insurance *

GRAND TOTAL PRICE

*DBA insurance is a reimbursable expense, only the actual cost of the policy plus bank fees will be reimbursed.

II. VALUE ADDED TAX

Value Added Tax (VAT) is not applicable to this contract and shall not be included in the amount above or Invoices. The U.S. Embassy has a tax exemption certificate and status from the host government.

III. INVOICES AND PAYMENT

Advance Payment: Advance Payments are not authorized.

Billing Instructions: The electronic invoicing is the preferred means of submitting invoices. The contractor is encouraged to create and submit electronic invoices for this contract, in lieu of paper copies, to

ATHFMCVOUCHER@state.gov. Electronic invoices shall be submitted to the designated billing office specified below:

Financial Management Office

Purchase Order Number 19GR1024P____ (order no. must be stated on the invoice)

U.S. Embassy Athens

91, Vas. Sofias Avenue

101 60 ATHENS

Payment shall be made in Euros by Electronic Funds Transfer (EFT) within 30 calendar days after receipt of the proper statement. Payments may be made directly to any bank account established by the Contractor to receive payments. If there is a wire fee for the wire transfer, this fee is the responsibility of the beneficiary. Inquiries pertaining to payment will only be addressed to the following telephone number:

210.693.4773.

IV. SECURITY

General. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. After award, the Contractor has five (5) calendar days to provide the names with a clear copy of the ID card or passport on all Contractor personnel who shall be used on this contract. Please include back-up personnel as well. For each car/truck that will enter into the premises the license plate number with a copy of the license is also required.

IV. STANDARDS OF CONDUCT

(a) General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

(b) Uniforms. The Contractor's employees shall wear clean, neat and identifiable uniforms, although not necessarily identical uniforms. The service staff will be wearing black trousers with white shirts, black vests and black bow ties. The chefs will be wearing white jackets and black trousers.

(c) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

(e) Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

mailto:ATHFMCVOUCHER@state.gov

V. PERSONNEL HEALTH REQUIREMENTS

All employees shall be in good general health without physical disabilities that would interfere with acceptable performance of their duties. All employees shall be free from communicable diseases.

VI. INSURANCE

Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract. The Contractor's assumption of absolute liability is independent of any insurance policies.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all services set forth in the scope of work.

ALL

All required services are performed and no more than one (1) customer complaint is received per month.

1. SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

2. STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the

Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract

Terms and Conditions-Commercial Items (May 2001), if any of the services exceed the standard.

3. PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the

Contracting Officer for appropriate action under the Inspection clause.

CONTINUATION TO SF-1449,

RFQ NUMBER 19GR1024Q0024

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

EVENT OVERVIEW

The event will take place on July 15, 2024, between 15.00 to 18.00 hours, and will host approximately

1600 persons. The Contractor will provide event management services, photography services, audio-visual equipment rental and operation, disk jockey services, and other entertainment services (such as photo booths, audio visual displays, fireworks, light shows, etc.) and catering services. The Contractor will begin set-up for the event no earlier than 08.00 hours and complete clean-up of the event space no later than 24.00 hours. The requirements for services are expanded below.

I. EVENT MANAGEMENT SERVICES

The Contractor will provide event management services, to include: coordinating planning, set-up, take-down/clean-up, and management of all third-party Contractors incorporated under the services of this contract. The Contractor will work closely with the Embassy Event Coordinator to ensure that all services required for the event are planned for and executed. The Contractor will also work closely with the Megaron Management Staff to ensure that all venue rules and guidelines are followed. The

Contractor will work with the Embassy Event Coordinator and the Megaron to ensure that all staff and services adhere to accessibility rules and standards for people with disabilities. The Contractor should select one of the venue-approved caterers to provide catering services for the event, as outlined below.

• ARIA FINE CATERING: Mr. George Sarlos, tel: 210-9656388, email: gsarlos@aria.gr

• INTERCATERING: Mrs. Georgia Stavraki, tel: 210-7282603, email: gstavraki@intercatering.gr

No other catering companies are allowed.

The Embassy is partnering with organizations promoting diversity, equity, inclusion, and accessibility.

Representatives will be participating in the event in certain service capacities. The Contractor will be required to make accommodations to include individuals with disabilities into their service plan. The contractor is also encouraged to pursue employment of traditionally less represented employees, to include individuals with disabilities.

II. CATERING SERVICES

The Contractor will provide the following menu during the event as part of catering services:

MENU

Item

No.

Menu Item Quantity Unit Price - € Total - €

01 Mini hamburger 1000 Each

02 Mini bacon-wrapped cocktail sausages 1000 Each

03 Mini pork skewer (3 bite size pieces) 1000 Each

04 Mini quiche Lorraine 1000 Each

05 Mini macaroni and cheese tartlet 1000 Each mailto:gsarlos@aria.gr mailto:gstavraki@intercatering.gr

06 Mini grilled vegetable skewer 1000 Each

07 Shrimp cocktail in glass 1000 Each

08 Mini smoked salmon tart 1000 Each

09 Falafel on stick with tahini 1000 Each

10 Fruit skewers (red, white, blue theme) 1000 Each

11 Bite-size macaroons (red, white, blue) 1000 Each

TOTAL PRICE

All items may be served with a selection of appropriate condiments or dipping sauces of the caterer’s choice.

Note: The USG reserves the right to modify the menu in terms of quantities or type to accommodate in-kind donations from sponsors.

Food Items

Local U.S. firms may donate hot and cold food items to be served at the reception. The event manager, in coordination with the caterer’s staff, will arrange all hot and cold food options with sides/accompanying condiments on long tables sufficient to provide for the serving of 1,600 guests. Table height(s) shall appropriately accommodate guests of various heights and abilities. The final information on in-kind donations will be provided prior to the event.

Other Desserts

Local U.S. firms may donate desserts to be served at the reception. The event manager, working with the caterer, is responsible for providing long tables with cloths to accommodate the donated desserts and keep the ice cream cold in deep trays or large bowls with crushed ice. The final information on in-kind donations will be provided prior to the event.

Food Tasting

Food tasting event will be conducted on May 30, 2024, at 13.00. Interested offerors should confirm that they want to take part in the food tasting so we can plan a time slot for your catered plate no later than

May 27, 2024, at AthProcurement@state.gov. The offeror shall prepare two sample boxes that will contain one bite of each menu item for 12 people/each box. Offerors will be notified by separate email about the delivery address(es).

Beverages

All beverages such as water, soft drinks, wine, beer, and alcohol needed for the signature cocktail will be provided by the Contractor or caterer.

The caterer shall provide adequate staff to manage the bar/beverage stations (Bar 1, 2, & 3) and the themed bar station (Bar 4) throughout the event. There will be three (3) bar/beverage stations located in different areas of the venue – two (2) fixed bar/beverage stations at built-in bar areas in the Muses Foyer

(Bar 1 and Bar 2), one (1) bar station in the Alexandra Trianti Hall (Bar 3), and one (1) themed bar station, located in the Alexandra Trianti Level I Foyer (Bar 4).

Beverage stations

The caterer shall provide the following drink/beverage stations as follows:

• Bars 1-3 will serve water, soft drinks, wine, and beer.

• Bar 4 will serve the signature drink themed alcoholic and non-alcoholic drink.

• Four (4) self-serve drink stations with two glass containers (20lt) of water, one glass container

(20lt) of lemonade, and one glass container (20lt) of iced black tea (unsweetened) to be replenished, as necessary. Each self-serve drink station will incorporate necessary biodegradable cups and napkins to facilitate self-service. The guests will serve themselves from these stations and will make their own Arnold Palmer drink with instructions placed on each station. These stations will be accessible independent of the servers, will accommodate individuals of varying height and physical abilities, and will be collocated with Bars 1-4.

• Five (5) self-serve drink stations with two glass containers (20lt) of water, one glass container

(20lt) of lemonade, and one glass container (20lt) of iced black tea (unsweetened) to be replenished, as necessary. Each self-serve drink station will incorporate necessary biodegradable cups and napkins to facilitate self-service. The guests will serve themselves from these stations and will make their own Arnold Palmer drink with instructions placed on each station. These stations will be accessible independent of the servers, will accommodate individuals of varying height and physical abilities, and will be independently located within the Atrium of the Muses and at the main information center in the Muses Foyer.

Catering Remarks:

Each self-serve drink station will incorporate smaller containers that will cover in total the 20lt of each required element of the station (smaller containers that in total will be 20lt of water, 20lt of lemonade and 20lt of iced tea). Each self-serve drink station will incorporate necessary glasses and red/white/blue napkins to facilitate self-service.

All caterer trucks will be removed from the venue and parking garage access ramps prior to the start of the event to facilitate access for all guests to the event.

The caterer shall provide all needed ingredients for the signature drink as follows:

For a non-alcoholic signature cocktail (500 drinks):

Lime juice (10 ml per drink) = 5ltr of lime juice Sugar Syrup (10 ml per drink) = 5ltr of sugar syrup

Fresh Watermelon puree (30 ml per drink) = 15ltr of watermelon juice

Cucumber garnish (3 slices per drink)

For the alcoholic signature cocktail (750 drinks):

40 ml Vodka per cocktail: Lime juice (10 ml per drink) = 7.5ltr of lime juice

Sugar Syrup (10 ml per drink) = 7.5ltr of sugar syrup

Fresh Watermelon puree (30 ml per drink) = 22.5ltr of watermelon juice

Cucumber garnish (3 slices per drink)

Monin Cucumber syrup (10 ml per drink) = 8 bottles

STAFF:

➢ Contractor shall provide adequate staff to continuously resupply the buffet tables with cold and hot items, soft drink bars, self-serve beverage stations, and signature drink themed bar throughout the event.

➢ Contractor shall provide adequate staff to handle the outlined scope of work.

EQUIPMENT:

➢ Contractor shall provide the serving bowls/glass containers for the snacks, if we have any in-kind donation.

➢ Contractor shall set up adequate buffet tables to accommodate Contractor and in-kind cold and hot food items.

➢ Contractor shall provide all needed serving equipment for in-kind cold and hot food items.

➢ Contractor shall set up round cocktail tables for the independent self-serve drinking stations.

Cocktail tables will be accessible to accommodate individuals of varying height and physical abilities.

➢ The Signature drink bar station tables for the Alexandra Trianti Foyer will be placed by the venue prior to 09:00 hours on July 15, 2024.

➢ Contractor shall provide sufficient white tablecloths for all serving tables.

➢ Contractor shall provide sufficient biodegradable plates, cups, utensils, and napkins

(red/white/blue) for the hot and cold food items.

➢ Contractor shall provide ice for all bars. Excess ice may be requested so that the needs of any possible donor bar(s) can be covered as well.

➢ Contractor shall provide at least two (2) thermos box/container for food storage (biggest available storage size) for in-kind hot food items, if needed.

➢ Contractor is responsible for providing any needed refrigerators and/or freezers. Any refrigerators and freezers shall be delivered and installed no later than 09.00 hours on July 15, 2024, and shall be cleaned and removed no later than 24.00 hours on July 15, 2024 (same day).

DELIVERIES:

All truck deliveries must have been completed no later than 1400 hours on July 15, 2024.

DECORATION:

Trash receptacles will be decorated by the caterer with material furnished by the Embassy.

SET-UP AND REMOVAL OF EQUIPMENT:

All serving tables, stage, equipment shall be delivered and installed on July 15, 2024.

All equipment and any other remaining items must be removed from the event space between 20.00 –

24.00 hours on July 15, 2024.

CLEANING:

The Contractor shall leave the area in a clean, neat, and orderly condition satisfactory to the U.S.

Government and the venue on July 15, 2024.

III. PHOTOGRAPHY SERVICES

The Contractor will provide the following photography services:

Two photographers equipped with professional-grade cameras that will document the event through still and video photography. Key events to be photographed, include: photos from the Ambassador’s receiving line, staged photos of the Ambassador and Embassy leadership with various individuals/groups, candid photos of guests interactions during the event, photos of the formal ceremony (which will take place at roughly the one-hour point in the event), photos of the Ambassador and guest speaker(s), and candid photos of the overall event for use by the Embassy in promotional material.

IV. AUDIO-VISUAL EQUIPMENT RENTAL AND OPERATION

The Contractor will provide the following audio-visual equipment rental and operation services:

The Contractor will provide a sound system to cover the audience throughout the event space, to include the Muses Foyer, Atrium of the Muses, and the Alexander Trianti Foyer. Contractor will provide Midas Digital Sound Console or industry equivalent, two wireless microphones, and two condenser microphones for the podium that will be located at the top of the first set of stairs in the

Muses Foyer. The Contractor will provide additional equipment for disk jockey support, as determined reasonable to cover the audience in the previously mentioned spaces. The Contractor will provide one camera to be placed in the Muses Foyer on a 2x1 meter platform-podium facing the podium where the

Ambassador’s speech will take place.

V. DISK JOCKEY SERVICES

The Contractor will provide the following disk jockey services:

The Contractor will provide a Disk Jockey for live performance for the duration of the event. The list of songs will be provided by the Embassy. The Contractor shall provide for the setup and disassembly of all equipment required for this service. The Contractor will use ensure that the DJ uses two CDJ

PIONEER 2000 NEXUS and one DJM 600 PIONEER to provide these services, or industry-standard equivalents.

VI. AUDIO-VISUAL DISPLAY RENTAL AND OPERATION

The Contractor will provide the following audio-visual display rental and operation services:

The Contractor will provide a frameless video wall (2x2 meters) consisting of four 55” screens, 2.50m x

1.50m, one image management and mixing console BLACKMAGIC ATEM TELEVISION STUDIO

HD (four HDMI+4 SDI Inputs), with SMARTVIEW MONITOR Signal distribution splitter HD SDI cabling from the splitter to the screens, three SDI to HDMI adapters for connecting to the screens, three

55” screens with floor stands, which will be placed inside the Muses Foyer, Alexandra Trianti Foyer, and outside in the Atrium of the Muses. The Contractor will provide two (2) HD cameras with operators. The Contractor will Record the event using a HYPER MINI BROADCAST RECORDER.

One (1) camera will be placed in the Muses Foyer on a 2x1 meter platform/podium facing the platform where the Ambassador’s speech will take place and the other camera will be placed outside on a 2x1 meter platform/podium facing the secondary band stage.

CANCELLATION POLICY:

(The offeror must provide the company’s cancellation policy and other special terms and conditions, if attendance is lower than what is stated in the Performance Work Statement and the USG decides to reduce the number of staff or food items prior to event).

ATTACHMENT 1

Exhibitors Manual

See attached document for the complete Exhibitor Manual text.

EXHIBITORS MANUAL

A guideline for conference related exhibitions at Megaron Athens International Conference Centre

(MAICC)

Version 8 27 June 2023

Contents

General Guidelines for Exhibitions at MAICC ............................................................page 3

Glossary ......................................................................................................................page 3

Floor Plan Approval Process ......................................................................................page 4

Deliveries – Exhibitions ..............................................................................................page 4

Storage-Exhibitions-Organisers/Contractors ..............................................................page 5

Loading Dock ..............................................................................................................page 6

General Access Guidelines ........................................................................................page 6

Power Connection and Consumption .........................................................................page 6

Stand Catering Regulations ........................................................................................page 7

Cleaning for Exhibitions ..............................................................................................page 7

Stand Construction Regulations .................................................................................page 8

Fire Resistance Standards for Construction & Display Materials ...............................page 9

Raised Floors, Stairs and Ramps within Exhibits .......................................................page 9

Machinery within Exhibits ...........................................................................................page 9

Equipment Weight ....................................................................................................page 10

Dangerous and Noxious Substances .......................................................................page 10

Dangerous Goods.............................................................................. … ………… page 10

Hazardous Substances ............................................................................................page 10

Insurance ..................................................................................................................page 10

First Aid .....................................................................................................................page 10

General Regulations .................................................................................................page 11

Fire Safety & Emergency Procedures ......................................................................page 12

General Guidelines for Exhibitions at MAICC

This manual has been designed to assist you, the Organiser, and to ensure that your event experience is of the highest possible standard.

It is the Organisers responsibility to inform all third party companies and exhibitors of the regulations of the Centre, as detailed in this manual and to ensure their compliance.

Glossary

“Organiser” means the Organiser named in the contract and includes any permitted assignees, executor, or administrator in title of the Organiser.

“Centre” means the Megaron Athens International Conference Centre and all the spaces, fixtures and fittings owned by the Centre.

“Base Floor Plans” mean those plans and templates provided by the Centre to the Organiser

“Event” means the meeting, conference, exhibition, function or other event for which the area is to be used as specified in the contract.

“Event Organiser” means the person or persons representing the Centre in the organization of your Event

Floor Plan Approval Process

Base Floor plans of the Centre’s facilities will be provided by the Centre to the Organiser. Only these plans can be used and are acceptable for the marking out of exhibitions by the Organiser.

Floor plans must be provided for all exhibitions, special constructions, builds and entrance features. It is the organiser’s responsibility to ensure that floor plans are submitted for agreement by the Centre.

Floor plans submitted to the Centre by an external contractor or agent must also utilise these base plans.

Floor plans using non-provided templates will not be accepted. This will ensure accuracy and consistency across all events. Floor plans are available from your Event Manager.

Floor plans should be submitted to the Centre as early as possible, taking into account the size of the exhibition and allowing sufficient time for modifications that may be requested by the Centre.

Permission will not be granted for the commencement of build-up until the Centre has given approval for the final floor plans.

Floor plans should include per stand detail relating to height, width, length and depth of the construction.

All emergency exits, fire equipment points and disabled access ramps must be left clear and unobstructed

Access “corridors” for the circulation of delegates in exhibition areas must be a minimum of 2.5m wide

The entrance to the Lilian Voudouri Music Library (Muses Foyer) must be left clear and unobstructed

All entrances to the Centre must be left clear and unobstructed

Deliveries - Exhibitions

The Megaron Athens International Conference Centre will not accept delivery of any goods on behalf of exhibitors, nor will there be any responsibility taken for the safety of any such items delivered to the site in the absence of the exhibitor.

Deliveries are not permitted before the contracted tenancy time for the event.

For deliveries outside the Centre’s operational hours, clearance must be obtained from the organiser and the Centre.

For deliveries during the exhibition’s operational hours, clearance must be obtained from the organizer in cooperation with the Centre. A suitable access time must be arranged, as loading dock access is limited.

A representative from the receiving company must be present to receive the delivery and should there be any delivery charge payable either at the time of delivery or post delivery, this must be settled by the receiving company.

On set-up and dismantling days (and event days if also applicable), it is the organiser’s responsibility to provide detailed data for trucks/vehicles entering the garage for unloading/loading purposes.

This data should include:

• Truck/vehicle size

• Registration Plate Number

• Name of Driver

• Dates and times for entry

Please note that large trucks will need to enter Kokkali street from Vass Sofias Avenue only Please advise the Centre is this case and separate instructions will be provided.

To assist in the smooth delivery of goods to an event or stand, all exhibitor deliveries must be addressed as follows:

Megaron Athens International Conference Centre Vass. Sofias Ave & Kokkali St 1 115 21 Athens

Event Name Date of Event Room / Hall Name Stand / Company Name Stand Number Stand Contact Name Stand Contact Mobile Number Description of Items Number of Item / Total Number of Items

Where individual stands incorporate a storage area for the dispensing of product or information material, only sufficient material is to be stored on the stand for short-term use.

The dismantling of exhibitions cannot begin until the conference finishes as this would cause security problems. Neither can any trucks enter before the end of the conference unless special permission is granted exceptionally.

Storage – Exhibitions – Organisers / Contractors

There is no contractor storage over the operational days of an event. Any storage requirements for materials to be distributed on stands must be incorporated into the stand design.

This applies to carpet, shell scheme and stand building equipment, storage boxes and crates, trussing and rigging equipment, electrical equipment, plumbing equipment, trolleys, pallet jacks, site desks, ladders, scaffolding, cleaning machines, road cases, and any items for distribution on the stand.

All contractor equipment must be removed from the loading dock. Contractor equipment remaining on the loading dock will be deemed as waste material and disposed of in a safe manner.

Loading Dock

The loading dock access is from Kokkali Street, via the ramp to the Car Park

The Centre accepts no responsibility for the safety of vehicles and their contents within Centre premises.

General Access Guidelines

It is the Organiser’s responsibility to ensure that exhibitors and contractors are made aware that:

• Names of persons entering and circulating within the Centre for the purposes of organizing any aspect of an Event must be provided to the Centre. The Centre will provide individually named access passes, which must be in the possession of such persons whilst they are in the Centre.

Access to the Centre will not be permitted without these passes for security reasons.

• It is a condition of entry to all persons who require access to the loading docks that vehicles, equipment and personal belongings, i.e., bags etc may be randomly searched by Centre Security staff upon entering and exiting the loading docks.

• Upon request, all drivers of vehicles who require access to the loading docks must present their drivers licence to Centre Security staff to verify their identity.

• Vehicles requiring access to the loading dock must have prior agreement from the Centre and must have provided accurate vehicle registration plate number.

• Any person wishing to gain access to the Conference Centre outside the scheduled hours should notify the Centre through the organiser at least twenty four (24) hours in advance.

• There is no parking available to contractors or exhibitors on the loading dock during the move-in, operation and move-out of an exhibition

• Access into the exhibition halls and Convention Centre for build-up and / or breakdown will be via the loading dock only, unless permission has been granted by Centre management. Under no circumstances should event equipment be moved in or out via front-of-house areas.

• The Megaron Athens International Conference Centre full time security staff are responsible for allowing access from the loading dock to the halls.

• By law, the Centre is required to maintain clear access for egress from all emergency exit doors leading onto the loading docks.

Power Connection and Consumption

All electrical power connections to the Centre’s electrical power distribution system must be carried out by certified electrical contractors

Power irregularities beyond the control of the Centre have been known to occur. It is mandatory that equipment sensitive to supply fluctuations be protected with appropriate surge protection equipment.

With regard to power connection and consumption, it is the organiser’s responsibility to:

• Submit preliminary drawings of the electrical layout to the Centre two (2) weeks prior to the installation date. These drawings must be supplied via e-mail and must contain proposed connection and load requirements.

• Advise the Centre of any exhibitors with excessive power requirements, in order that access to larger capacities can be arranged.

• Provide all cables, plugs and connectors leading from and to the Centre’s outlets.

• Ensure that any electrical boxes or junctions are protectively housed, in order to avoid any electrical hazard.

• Ensure all cabling is safely secured (i.e. using protective cable channels), in order to avoid any electrical hazard and to ensure the safe circulation of delegates, avoiding any trip hazard.

Wherever it is necessary to secure any cabling or cable channels to the Centre’s own floors ( i.e. with double sided tape, gaffer tape, electrical tape etc), it should be done in such a way as to avoid leaving any adhesive residue on the Centre’s flooring (i.e. by using paper masking tape underneath the adhesive tapes indicated above).

The Centre will ask the Organiser to correct any such protective measures above should it be deemed that they have not been correctly followed.

Stand Catering Regulations

• The appointed caterer, advised to the Centre, will have sole rights for the distribution of any article of food or drink for consumption on site.

• Only with written approval from the Centre will exhibitors be allowed to distribute or give away samples and items of food and drink that is not supplied by the appointed caterer.

Cleaning for Exhibitions

With regard to cleaning during exhibitions, it is the organiser’s responsibility to:

• Forward to the Event Manager a floor plan and move-in, move-out and operational hours of the event for the preparation of a detailed cleaning quotation if required. The floor plan should detail whether the exhibition has shell scheme and / or custom-built stands.

• Pay for, as an additional cost, cleaning not included under rental fees as below and ensure the following:

− Removal and dumping of bulk rubbish on-site (compactors) or off-site (rubbish tip).

− Ensure all rubbish is placed in the aisles for disposal by the Centre’s WES staff.

− Ensure no item is affixed to the Megaron Athens International Conference Centre walls, doors, glass, floors etc. Any infractions will create a removal, cleaning and / or resurfacing cost to the organizer −Ensure all exhibitors and contractors remove materials, e.g., bricks, timber, sand, metal frames etc, from the site. Any materials left will be disposed of at the organiser’s expense.

− Ensure that contractors clean paint brushes in the appropriate location and paint waste is removed off-site.

The cleaning of the flooring of each stand is not included under rental fees and needs to be ordered in advance. Also, the clean charges will be undertaken by the Organiser only.

Stand Construction Regulations

All temporary structures, including stands, must be structurally sound. Structures deemed unstable must be modified or removed from the exhibition at the organizers expense. Structures 2.4 metres or more in height may require certification by an engineer.

The execution of welding works or any other similar activities, including the use of tools incorporating flame or high heat is prohibited in the Centre.

Stand plans should be sent directly to your Event Manager who will coordinate the appraisal process and provide written agreement to the Organiser. Following final agreement on the floor plans and stand detail, the Centre reserves the right to:

• Request changes to the stand during the set-up process, if the agreed plans have not been adhered to, for reasons of public safety.

• Request changes to the stand construction , once plans have been agreed, in the case that the Centre deems it necessary, for reasons of public safety and the safety of the stand construction team

• In the case that these changes do not take place, the Centre reserves the right not to allow the stand to be erected and to be operational.

Suitable and adequate drop sheets must be used when painting custom stands and displays. Items required to be placed on exiting marble floors during set-up/dismantling periods should be stored on corrugated paper or other means of soft sub flooring. Other display materials must be positioned on suitable protection sheets.

For move-in and move-out of constructions, trolleys and other items which are not hand carried, the Centre requires the Organiser to lay temporary access runs of corrugated cardboard, carpet or similar material to protect the marble and/or wooden floors.

The Centre does not provide trolleys, forklifts and other equipment for the transportation of the stand and stand materials. It is the Organizers responsibility to provide any such moving in/out equipment.

Each exhibitor stand must be constructed on top of carpet or other fully protective flooring laid onto the Centre’s wooden or marble floors. Wherever it is necessary to secure any carpet or protective flooring to the Centre’s own floors ( i.e. with double sided tape, gaffer etc.) it should be done in such a way as to avoid leaving any adhesive residue on the Centre’s flooring (i.e. by using paper masking tape underneath the adhesive tapes indicated as above).

To ensure that all exhibitors experience a speedy departure, the Centre requests that all goods and exhibition materials are packed ready to be loaded before vehicles are bought to the loading docks.

Fire Resistance Standards for Construction & Display Materials

All materials used for stand construction or display should be fireproof and non-combustible, meaning materials that conform to the standards laid out in either the Greek Fire Safety Regulations categories 0 or 1 or 2 www.fireservice.gr , or the equivalent German regulations categories A1 or A2 or B1 www.din.de , or the equivalent American NFPA regulations categories A or B www.nfpa.org .

Raised Floors, Stairs and Ramps within Exhibits

The following regulations are essential to reduce the frequency of slip and trip incidences.

General regulations relating to raised floors and ramped edges are as follows:

• All raised floor sections must be clearly distinguishable from areas of the surrounding floor space.

• All raised floor sections or ramped edges must not contain sharp or dangerous edges and must not cause a trip hazard.

• Ramped edges should be of non-slip construction or coated with a non-slip finish.

• Thin decorative flooring such as carpet, vinyl, matting, wood or the like, must have the edges taped down or firmly secured, and must not be deemed to cause a trip hazard.

• Permission must be granted by Centre management before installation of landscape style flooring such as bark, pebbles, dirt, railway sleepers and other loose materials. This type of flooring must be steady under foot and must not be deemed to cause a trip hazard. Further regulations apply to the installation and removal of these materials from the venue floor.

• The mix of ramped and square edges on any raised area must be kept to an absolute minimum. If a ramp is installed, it must be clearly distinguishable from the remainder of the raised floor surrounding it. To reduce the risk of trip hazards, a handrail, block-off panel or suitable barrier of 900mm minimum in height must be installed.

Machinery within Exhibits

Machinery or equipment likely to jeopardise the health or safety of any person is prohibited.

Sensitive equipment, especially with variable speed drives, may cause nuisance tripping of Residual Current Devices (RCDs). Therefore, prior notice is required with all relevant technical specifications.

All machinery should be fitted with guarding, fencing, immobilisation locks etc, to ensure a safe environment for staff and visitors. Signage above the machine is not acceptable as a protective http://www.fireservice.gr/ http://www.din.de/ http://www.nfpa.org/ method.

Any person operating equipment or machinery during an exhibition must be the current holder of the relevant certificate or licence, as required by law, to operate such equipment.

Equipment Weight

Maximum weight for equipment is 500 kg/m2. For any piece of equipment, display, vehicle or machinery weighing over this amount and to be transported and or displayed inside the Centre, prior written approval is required from the Centre. Full details of the display item must be submitted in writing, along with a scale drawing, outlining dimensions and specifications.

Dangerous and Noxious Substances

Centre management will request the removal of any dangerous goods or hazardous substances that have not been approved for use at the Centre, or if they are being misused.

Dangerous Goods

No dangerous goods are to the brought onto the premises without the formal approval of the Centre.

Prior to approval for the use of any dangerous goods being granted, the Centre will require documentation detailing a justifiable reason for its use and how associated risks will be controlled.

Risk controls need to address transportation, storage and handling.

Hazardous Substances

Centre approval must be obtained if exhibitors wish to use hazardous substances as part of a demonstration.

Insurance

The Organiser is required to take out their own insurance against risks that could be incurred in connection with the exhibition, especially Liability. Coverage for risks relating to Property, Employer Liability and Personal Accident to contractors or staff should also be included. It is advised that exhibitors take out insurance for any losses and wasted expenditures in the event that the exhibition is abandoned or curtailed.

Organisers are reminded that their insurance as above should take effect from the day that goods and exhibits are delivered to the Centre and should remain in effect until all items have been removed.

In liaise to the above, the Centre strongly recommends that the Organiser should outsource security guards at extra charge during set-up, congress and dismantling hours. The Centre shall not be liable for any damage, theft or loss of property or articles brought into the building by the Organiser. The same shall apply to the case of accidental fire.

The Organizer understood to have arranged for insurance coverage against such risks.

First Aid

The Centre has a First Aid facility with a fully qualified nurse which operates on the actual days of the event itself.

General Regulations

• Any person under 16 is prohibited from accessing exhibition areas or the loading bay ramp during designated move-in & move-out periods for reasons of safety.

• The consumption of alcohol is strictly forbidden during…