24Q0022_Questions-Answers_final.pdf

RFQ 19PE5024Q0022 - Independence Day Celebration – Planner/Designer

Questions and Answers

Q1. On the visit, we were informed that some flags and decorations will be available for the

Celebration. Could we get a list of these decorations and availability?

A1. The Embassy has the following flags available for the ceremony:

- 21 nylon flags measuring 1.5 meters x 2.9 meters.

- 30 nylon flags with a gold fringe measuring 1 meter x 1.72 meters to be used with flag stands

In addition, the Embassy has 85 packs (80 napkins each) of napkins with the seal of the United

States for use during the event.

Q2. Could you share the Celebration itinerary please? Is there any other important “moment” to consider on the design and decorations (Example: entrance of Marines).

A2. The celebration will start at 6 pm and run until approximately 10 pm. We expect the chief guest to arrive between 6:30 pm and 6:45 pm. The entrance of the Marines and speech by the

Ambassador or chargé d'affaires will be the major moment of the event and will take place at approximately 7 pm. Following the speech, the band will play music and guests will mingle until the event ends at 10 pm.

Q3. All audio and visuals should be considered in our proposal. Will we receive any material on your behalf?

A3. In your proposal, all audio and visual equipment should be considered as provided by the vendor. Examples can include, but are not limited to, ambient sound control cabin, microphones, sound technician, light dimmered decorative, and indirect awning lights.

Q4. Should the proposal consider APDAYC and UNIMPRO music permits?

A4. The proposal will not need to consider APCAYC or UNIMPRO music permits.

Q5. What is the profile of the guests? who should we focus on the happenings of the event?

A5. The guests will be members of the Peruvian government, the diplomatic corps in Lima, as well as influential and prominent members of Peruvian society.

Q6. Regarding the generator, would you provide us with the electrical control panels? if so, how many are there?

A6. The Embassy will not provide electrical control panels for the generator.

The contractor is required to supply two electrical generators one lead and another as backup:

- One electrical generator, 60KW, 220V, 60Hz, 3-Phases

- One electrical generator, 60KW, 220V, 60Hz, 3-Phases (backup).

- Includes technician (operator).

- Delivery day: June 28 between 8:00 am to 12 pm.

- Rehearsal Day: July 01, Time TBD

- Event Day: July 02 from TBD to TBD

*TBD time to be determined.

Q7. Should we submit a proposal for catering?

A7. No, catering should not be included in your quote for this solicitation. However, a solicitation for catering this event will be released in the near future. We welcome all competitive bids. While you shouldn’t include any catering information in this proposal, please let the Embassy know separately if you have an interest in bidding on the catering contract.

Q8. Will a tent be installed in the Spanish Patio?

A8. No, there will not be a tent installed on the Spanish patio.

Q9. What does it mean FAR & DOSAR certifications

A9. Those are the Federal and Department of State regulations for acquisitions; in short, rules and directives all the vendors shall comply to be considered for an award.

Q10. What is the need of the stage? What the height must be? Should we do it 7x7 o can we suggest another size?

A10. The stage should be large enough to accommodate a lectern for speeches and as well as enough space for our 8-10 person band. The size of the stage will depend heavily on the nature of the entertainment, however given estimates from previous years, the stage will need approximate dimensions of 8 meters long and 6 meters deep with a height of 1.5 meters. The stage should also include ramp access. A reminder that the stage should be included in the proposal as an itemized item with a separate cost.

Q11. Can you send the SF-1449 as a separate file? The letters are tiny and it is difficult to read it.

A11. That is the original size of the form. For completion, you can do it by hand but legible please.

Q12. The main tent is only for the big garden or it can be put to reach the house terrace?

A12. The main tent should be centered in the garden but can be placed to reach the house terrace as well. It all depends on your proposed design and decoration.

Q13. Should we put a tent in the swimming pool area?

A13. No, there will not be a tent for the pool area.

Q14. How many bars are needed in total?

A14. We are anticipating 2 bars to be placed in the main garden with the possibility of a third bar located in the Spanish Patio. The submitted proposal should include an itemized price for the addition of a third bar should the Embassy’s budget allow.

Q15. We understand that you will put something on the small garden located to the right of the main entrance; is that so or will it remain a free space?

A15. Based on our current planning, the small garden to the right of the main entrance will remain a free space during the event. The temporary white wall for the event will be placed along the right side of the garden.

End of questions and answers