RFI 19H08026N0004.pdf

U.S. Embassy Tegucigalpa Friday, February 13, 2026

Dear Prospective Offeror:

Subject: Request for Information (RFI) - 19H08026N0004 - Embassy’s 2026 Independence Day Celebration

The United States Embassy in Tegucigalpa is issuing this Request for Information (RFI) to solicit information and obtain cost estimates from qualified vendors capable of providing event venue, food and beverage catering, decorations, audiovisual support, staffing, and related services in support of the Embassy’s 2026 Independence Day Celebration for planning purposes. The anticipated attendance for this event is approximately 700 persons.

The Embassy is currently considering the following tentative dates for the 2026 Independence Day Celebration: Wednesday, June 17, 2026, or Thursday, June 25, 2026.

Potential offerors shall ensure availability for both tentative dates when submitting their responses to this notice. The Government anticipates confirming the final event date no later than two (2) months prior to the event.

Interested potential offerors are invited to review the attached scope of service package and submit an estimate in accordance with the instructions provided in the sections of this RFI.

The U.S. Government intends to evaluate responses to this notice considering technical capability, price reasonableness, and past performance, as described in this RFI. However, the Government reserves the right to conduct discussions with potential offerors if deemed necessary.

Submissions are due no later than February 19th, 2026, at 10:00am (Local time). No submissions will be accepted after this deadline. All materials must be in English and complete to be considered. Please submit electronically to tgubids@state.gov with the subject line "Response Enclosed - 19H08026N0004.

We appreciate your interest in this requirement and look forward to receiving your submission.

Sincerely, Edward Ortiz

Contracting Officer

Enclosure: Request for Information (RFI) mailto:tgubids@state.gov

PAGE OF PAGESREQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

THIS RFQ IS x IS NOT A SMALL BUSINESS SET-ASIDE 1 11

1. REQUEST NO.

19H08026N0004

2. DATE ISSUED

02/13/2026

3. REQUISITION/PURCHASE REQUEST NO.

PR15857583

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5a. ISSUED BY

AMERICAN EMBASSY TEGUCIGALPA

GSO, ACQUISITIONS UNIT, ATTN: GSO

TEGUCIGALPA

HONDURAS

6. DELIVER BY (Date)

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

TELEPHONE NUMBER

7. DELIVERY

FOB DESTINATION x OTHER

(See Schedule)

9. DESTINATION

NAME

Monica J Luna

AREA CODE NUMBER

8. TO:

a. NAME OF CONSIGNEE

AMERICAN EMBASSY TEGUCIGALPA

a. NAME b. COMPANY b. STREET ADDRESS

LA PAZ AVE., ATTN: GSO

c. STREET ADDRESS c. CITY

APO AA

d. CITY e. STATE f. ZIP CODE d. STATE

XX

e. ZIP CODE

34022

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

02/24/2026

IMPORTANT: This is a request for information and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

d. CALENDAR DAYS

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%)

NUMBER PERCENTAGE

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER

a. NAME OF QUOTER

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15. DATE OF QUOTATION

16. SIGNERb. STREET ADDRESS

b. TELEPHONE

c. COUNTY

a. NAME (Type or print)

AREA CODE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

SECTION 1 - THE SCHEDULE

RFI NUMBER 19H08026N0004

1. SCOPE OF SERVICES

The United States Embassy in Tegucigalpa is in the preliminary planning phase for its 2026 Independence Day celebration and is issuing this Request for Information (RFI) to solicit offers from qualified vendors capable of providing event venue, food and beverage catering, decorations, and related services. The estimated attendance for this event is 700 persons.

Place of performance: Tegucigalpa, Honduras.

The event date has not yet been finalized. The Embassy is currently considering the following tentative dates:

• Wednesday, June 17, 2026, or

• Thursday, June 25, 2026.

Offerors shall ensure availability for both tentative dates when submitting their responses. The Government anticipates confirming the final event date no later than two (2) months prior to the event.

General Requirements

The Contractor shall provide all personnel, supervision, equipment, materials, facilities, food and beverage items, permits, and other resources necessary to successfully plan, coordinate, and execute the 2026 United States Independence Day Celebration for the U.S. Embassy in Tegucigalpa. All services shall be provided in accordance with the terms and conditions of this solicitation and any resulting contract.

1.1 Venue Services

The Contractor shall provide a suitable event venue capable of accommodating a minimum of seven hundred (700) guests, including appropriate indoor and/or outdoor space, furniture, utilities, and supporting infrastructure. The venue shall comply with all applicable local safety, fire, and health regulations and shall meet U.S. Embassy security and operational requirements.

The Government requires exclusive use of the venue for the full day on the scheduled event date.

Embassy personnel shall require access to the venue beginning at 6:00 a.m. on the day of the event to support preparation and setup activities.

The main event shall be configured as a cocktail-style reception and is anticipated to last approximately four (4) hours, tentatively scheduled to take place from 1400 to 1700 hours. The

Government reserves the right to adjust the actual start time of the event up to two (2) month prior to the event date.

The venue setup shall include, at a minimum:

• A combination of standing cocktail tables and lounge-style seating sufficient for 700 guests;

• A designated VIP-adjacent area;

• One (1) raised platform suitable for speeches; and

• One (1) raised platform suitable to accommodate a musical band of approximately ten (10) to twelve (12) members.

The Contractor shall ensure that adjacent or nearby areas (including, but not limited to, conference rooms, foyers, or similar spaces) are not made available for use by other parties immediately prior to or during the event, as required to support security and operational needs.

In addition, the Government will host a separate, one (1) hour pre-event function for sponsors prior to the main event. The Contractor shall provide a separate space for this function, which may also be used thereafter as a VIP holding area.

Offerors shall include with their submission a proposed floor plan clearly depicting the layout, setup, and use of all event spaces, including the main reception area, stages, VIP areas, and the pre-event/VIP holding space.

1.2 Decorations and Event Setup

The Contractor shall provide all decorations, table settings, signage, floral arrangements, and other event materials necessary to support the Independence Day theme, as pre-established by the Government and further defined in the contract. All decorations shall meet U.S. Embassy standards and be appropriate for a formal diplomatic event.

For the cocktail-style reception, the Contractor shall provide table coverings such that:

• Fifty percent (50%) of the cocktail tables are dressed with white tablecloths, and

• Fifty percent (50%) of the cocktail tables are dressed with blue tablecloths.

The Contractor shall provide and appropriately dress:

• One (1) table designated for the ceremonial cake; and

• Self-service food tables, as required to support the approved event layout.

Each table shall include a floral arrangement proposed by the Contractor and aligned with the approved theme and color palette, as directed by the Government. Specific floral quantities, designs, and placements shall be subject to Government review and approval.

The Contractor shall submit a proposed list of decorative elements and design concepts, including floral styles, table décor, signage, and any other thematic materials, for Government review and approval prior to implementation.

In addition, the Contractor shall provide a setup of rectangular tables and chairs to support check-in and security procedures located outside the primary event space entrance. The Contractor shall also ensure adequate space is designated and configured for security screening operations, in coordination with Embassy personnel.

All decorations and setup elements shall be fully installed prior to the event start time and removed during post-event breakdown in accordance with the approved event timeline.

1.3 Food and Beverage Services.

The Contractor shall provide cocktail-style food service consisting of five (5) bites per person, including four (4) savory items and one (1) sweet item. Food items shall be suitable for standing service.

The Contractor shall provide tables for self-service food stations, allowing guests to serve themselves. Small cocktail plates shall be made available. Food service shall include preparation, presentation, circulation using trays, and appropriate service staff.

Menu Proposal and Tasting Event:

Following selection of the Contractor, the Government will conduct a menu tasting event for the cocktail-style food described above. Offerors shall provide a proposed menu including all food items, portion sizes, and presentation style, to be reviewed and approved during the tasting.

The cost of the tasting event shall be included in the Contractor’s submissions; no additional charges will be paid for the tasting. The tasting menu must align with the Food Service Requirements and Embassy standards.

Beverage Service Requirements:

The Contractor shall provide non-alcoholic and alcoholic beverage service, including:

• Bar stations for the service of Embassy-donated beer, wine, soft drinks, and water;

• One (1) champagne toast, to be circulated once during the event using Embassy-donated champagne.

The Contractor shall specify a firm, fixed-price corking fee covering the handling, service, and consumption of all Embassy-provided beer, wine, champagne, soft drinks, and water. The corking fee shall include all necessary glassware and service materials, and no additional fees will be paid for the use of Embassy-donated beverages. The corking fee shall be fully itemized in the submission.

All food and beverage services shall comply with applicable local health regulations and U.S.

Embassy standards.

1.4 Event Staffing and Support

The Contractor shall provide sufficient trained staff to ensure efficient setup, service, and breakdown of the event. All staff shall maintain a professional appearance and conduct at all times while on Embassy premises.

The Contractor shall provide sufficient serving staff, bartenders, cooks, supervisory personnel, and other support staff to ensure continuous and efficient service throughout the event. The Contractor shall also provide all necessary service ware, glassware, linens, trays, preparation materials, and related supplies required to support food and beverage service.

The Contractor shall provide an event planner or designated point of contact responsible for on-site coordination with Embassy representatives. This individual shall serve as the primary contact for organizing, coordinating, and addressing all event requirements and logistics.

Offerors shall include in their submission a recommended staffing plan, specifying the proposed number of:

• Waiters/servers

• Cooks/food preparation staff

• Wait staff for self-service stations

• Bar service staff

• Assistance/support staff

The staffing plan should demonstrate the Contractor’s ability to adequately support all aspects of the event, including food and beverage service, décor, setup, and breakdown.

1.5 Audiovisual (AV) and Technical Infrastructure

The Contractor shall provide all audiovisual (AV) equipment, technical support, and infrastructure necessary to support the event, including sound, lighting, multimedia, and connectivity requirements. All AV services shall meet U.S. Embassy standards and be appropriate for a formal diplomatic reception.

Minimum AV and Technical Requirements:

• Sound System: Clear, high-quality audio suitable for speeches, announcements, and musical performances throughout the venue;

• Microphones: At least one (1) wired or wireless microphone for the lectern, additional microphones as needed for speeches, performers, and panel discussions;

• Screens and Video Displays: Suggested screens strategically placed throughout the venue to ensure all guests can view images, presentations, and live video coverage of the event;

• Lighting: Adequate for the main stage, VIP areas, food and beverage stations, and general event space;

• Connectivity: Reliable Wi-Fi or wired network access sufficient to support AV operations and any required live streaming or multimedia presentations;

• Power Supply: Adequate and properly distributed electrical power for all AV equipment, lighting, and related technical needs, including backup power if necessary;

• Technical Staff: Trained personnel to operate, monitor, and troubleshoot all AV equipment, lighting, and network connectivity throughout setup, event execution, and breakdown.

The Contractor shall coordinate with the Government to ensure proper placement, testing, and operation of all AV equipment, screens, and connectivity infrastructure prior to the event start time. Any special AV requirements beyond the minimum stated herein must be clearly identified in the offeror’s submission and approved by the Government.

All AV equipment, screens, and supporting infrastructure shall be fully operational prior to the event and removed promptly during post-event breakdown.

1.6 Utilities, Setup, and Logistics

The Contractor shall ensure the venue provides all necessary utilities and infrastructure to safely and efficiently support the event, consistent with U.S. Embassy standards and applicable local regulations.

Minimum Requirements:

• Restrooms: Adequate restroom facilities to accommodate seven hundred (700) guests, including provisions for accessibility as required by local law and international standards.

• Emergency Access and Safety: The venue must maintain clear emergency exits, evacuation routes, and safety signage, in compliance with local safety and fire regulations. The Contractor shall coordinate with Embassy personnel to ensure security and emergency access is not obstructed.

• HVAC and Climate Control: Heating, ventilation, and air conditioning systems shall provide a comfortable environment for guests throughout the event, including areas for food service, stage, and VIP spaces.

• Power and Electrical Supply: Sufficient, reliable electrical power to support AV equipment, lighting, catering, and other operational needs. Backup power shall be provided if required by the Government.

• Logistics and Accessibility: The venue shall provide sufficient access for loading/unloading equipment, catering supplies, décor, and AV materials, and ensure that all areas are accessible to staff and guests, including persons with disabilities.

The Contractor shall coordinate with the Government to ensure all utilities and infrastructure are operational prior to the event start time and remain available until the conclusion of post-event breakdown.

1.7 Parking Availability

The Contractor shall provide adequate parking facilities to accommodate event attendees, in coordination with the Government. Parking arrangements must:

• Include secure areas for Embassy and VIP guests;

• Provide clear signage and guidance for traffic flow and designated parking areas;

• Ensure accessibility for persons with disabilities in accordance with local law and international standards;

• Include sufficient space for delivery vehicles, catering trucks, and AV/equipment transport, separate from guest parking.

The Contractor shall coordinate parking plans with the Government prior to the event to ensure proper allocation of spaces and compliance with all security and operational requirements.

1.8 Compliance and Standards

All services shall be performed in compliance with applicable U.S. Government regulations, local laws, and Embassy policies. The Government reserves the right to inspect all services and materials provided to ensure conformity with contractual requirements.

1.9 Government-Furnished Property or Services

Unless otherwise specified, the Government will not provide property, equipment, or services in support of this event.

2. DELIVERABLES AND TIMELINE

2.1 Pre-Event Deliverables

Within the timeframe specified by the Government following contract award, the Contractor shall submit the following for Government review and approval:

• A detailed event proposal, including venue layout, decoration plan, menu selections, and service approach;

• A staffing plan identifying the number and type of personnel to be assigned to the event;

• A preliminary event timeline outlining setup, service, and breakdown activities.

2.2 Event Execution

The Contractor shall fully perform all services on the date designated by the Government, in accordance with the approved proposal and timeline. All setup activities shall be completed prior to the event start time as specified by the Government.

2.3 Post-Event Deliverables

Immediately following the conclusion of the event, the Contractor shall complete full breakdown, cleanup, and removal of all contractor-provided materials, equipment, and supplies, leaving the venue in its original condition or better.

2.4 Timeline

The anticipated period of performance shall commence upon contract award and conclude upon completion of post-event cleanup. Specific milestones and deadlines shall be established by the Government and incorporated into the contract.

2.5 Government Right to Modify Scope or Event Date

The Government reserves the right to modify the scope of services, including but not limited to adjustments in event date, event schedule, quantities, layout, menu selections, decorations, or other requirements, prior to contract award or during contract performance, in accordance with applicable procurement regulations.

Any such modifications shall be communicated in writing by the Contracting Officer or authorized representative. Adjustments resulting in changes to price or performance requirements shall be handled through a formal contract modification.

2.6 DOS Overseas Post Contracting Considerations

The Contractor acknowledges that this procurement is conducted at an overseas U.S. diplomatic mission and agrees to comply with all applicable U.S. Department of State policies, security requirements, and local mission procedures.

Contractor personnel may be subject to security screening and access controls as determined by the Embassy. Failure to comply with Embassy security requirements may result in removal of personnel or termination for default.

The Government makes no guarantee of award as a result of this solicitation and reserves the right to cancel or amend the RFI at any time prior to award, without incurring liability.

2.7 Termination for Convenience

The Government reserves the right to terminate the contract, in whole or in part, for its convenience, at any time, by providing written notice to the Contractor.

In the event of termination for convenience, the Contractor shall cease work as directed and shall be entitled to payment for acceptable services rendered and costs incurred prior to the effective date of termination, in accordance with the terms of the contract. The Contractor shall not be entitled to anticipated profits, consequential damages, or costs incurred after the termination date.

3. PRICING INSTRUCTIONS

Offerors shall provide an estimated cost for all services and shall include:

1. Venue Rental and Infrastructure – All costs associated with the venue, including setup, furniture, staging, décor support, and utilities.

2. Food and Beverage Services – All food, beverage, and service costs for a fixed quantity of seven hundred (700) persons, including:

o Cocktail-style food (five bites per person, four savory and one sweet);

o Self-service stations;

o Beverage service, including non-alcoholic and alcoholic options;

o Corking fee for all Embassy-donated beverages, including glassware and service;

o The menu tasting event, which shall be included at no additional cost.

3. Decorations and Event Setup – All décor, floral arrangements, table settings, signage, and related items.

4. Audiovisual and Technical Support – AV equipment, technical staff, lighting, microphones, screens, connectivity, and any special multimedia requirements.

5. Event Staffing – All personnel required to support setup, operation, and breakdown, including supervisory, serving, bar, catering, and support staff.

Submissions Format:

• Prices shall be expressed in U.S. dollars.

• Offerors shall itemize each category (venue, food & beverage, décor, AV, staffing) and provide subtotals, along with a grand total for the entire event.

• The estimates shall remain valid for ninety (90) calendar days from submission.

• Offerors shall include any assumptions, exclusions, or limitations in their estimates to ensure clarity for evaluation.

Value and Added Tax

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

SECTION 2 – SUBMISSION INSTRUCTIONS

A. Summary of Instructions. Each offer must consist of the following:

1. A completed submission, in which the Company/Offeror name, and Section 1 requirements are included.

2. Name of a Point of Contact who understands written and spoken English;

3. The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

4. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work.

5. The offeror shall address its plan to obtain all licenses and permits required by local law as RTN, Permiso de Operacion, etc. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

6. The offeror’s strategic plan for but not limited to:

(a) A work plan taking into account all work elements in Section 1, Performance Work

Statement.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

(c) Plan of ensuring quality of services including but not limited to contract administration and oversight; and

(d) (1) Work sheet/checklist that will be used for performing service.

7. Price estimates and any discount terms (if applicable).

Submissions will be evaluated based on the following factors:

1. Technical Capability o Ability to meet all event requirements as described in Sections 2.1–2.7.

o Adequacy of proposed venue, décor, food and beverage menu, AV setup, and staffing plan.

o Demonstrated experience managing similar-sized diplomatic or high-profile events.

o Quality and feasibility of proposed menu, tasting event plan, and floor/layout plan.

2. Price and Cost Reasonableness o Overall reasonableness of the proposed total cost, including venue, food & beverage, décor, AV, staffing, and corking fee.

o Appropriateness of itemized costs for each category in the submission.

o Inclusion of all required components (e.g., menu tasting, Embassy-donated beverage handling) without additional charges.

3. Past Performance / References o Demonstrated performance on similar events or contracts.

o Quality, reliability, and timeliness of prior services.

Note to Offerors:

This Request for Information is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this RFI will be used to inform acquisition planning and strategy development. This RFI does not commit the U.S. Department of State to issue a solicitation, award a contract, or provide funding for any proposed solution. No contract will be awarded based on responses to this RFI. The Government reserves the right to use any information received in response to this RFI for any purpose, including but not limited to developing requirements, acquisition strategies, or future solicitations.

Estimates will be evaluated for reasonableness and completeness. Offerors are encouraged to provide realistic and fully inclusive estimates reflecting the full scope of sections above.