Amendment No. 2 to RFQ 19PE5025Q0019001.pdf

4 REQI.]'SITION/PIJRChASF REOUI$T ON NUMBII3. EFFECTIVE DATE

Aptll2,2025

FACILIIY COOE

PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

2, AMENOMENT/MOOIFICATION NUMBER

5 PROJECT NUMBER r/f appl,cabie)

9A, AMENDMENT OF SOLICITATION NUMBER

19PE5025Q0019

6, ISSUED BY

American Embassy, Lima Av. La Encalada, block 17 Monterrico Su rco

CODE 7. ADMINISTERED BY f,t ohet than tten 6) COOE

8. NAME ANo ADDRESS oF CoNTRACTOR alvurrbcr sioet. county, Stale and zlP Code)

CODE

98 DATED (SEE

'TEM '1)

03t?512025 1OA MbDIFICATION OF CONTRACT/ORDER NUMBER

1OB, DATED (SEE I 13)

1I. THIS ITETI ONLY APPLIES TO AMENDMENTS OF SOLICITA TIONS

X The above numbercd solcitaton is amended as set forth in ltem 1 4 The hour and date specilied for rec.ipt of Ofiels X Ofiers must acknowtedge rec€ipt of this amendmeni prior lo the hour and dats specilied in lhe solicitalton or aB amendrld, by one ol the following meliods:

(a) By compteling nems s and 1 5. and retuming 'l copi* of the .m?ndm€nt (b) By .ckno' lcdging rec€ipl of lhB am.ndmenl on 6ech copy ol thc offer subinrtledl or (c) By sepsr.te letier or elecronic communication yrhich includes a reforence to lhe solicittton and amendmcflt numll€rs. FAILURE OF YOUR ACKNOWLEDGMENT TO 8E

RECEIVEO AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIEO MAY RESULT IN REJECTION OF YOUR OFFER, If by vartu€ of this amendm.nt you dBire to change an offer elready submittad, such chenge msy b€ made by lelt r or sloctonic communication, povided each letler or el€clronic comrnunk tion makes rcterence lo th. sotkitatbn and thb emendment, end is receiv€d prior lo th6 opening hour and date 3p€ci6ed.

12. ACCOUNTING AND APPROPRIATION OATA f/frcquircd)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDE RS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM I4.

CHECK ONE A IHIS CHANGE ORDER IS ISSUED PURSUANT TO: (SNcJTy auIhofit THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT OROER

NUMSER IN I-TEM 1OA

8 THE ABOVE NUMBERED CONTRACT/OROER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES ($/Cl, AS C'8N?ES iN PAiNg appmpaafron ddtd. etc,) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43 103(b)

D. OIHER fspeoiry rype ot n dification end authottty)

14. DESCRIPTION OF AMENOMENT/MOOIFICATION loryanized bv UCF seclion hdaclings, including solicitano contacl subjecl natEt wnere feasible-)

The purpose ofthis amendment is to replace continuation sheet to SF1449 and Section 2 to include two Options Option A to consider 1,400 guests, and Option B to consider 800 guests.

(cont.).

ided herein al terms and conditions ot he documenr r€ferenced in ltem 9A or 1oA. as herctofore changed, remains unchanged and in tull iorce and effect

15A NAME ANO TITLE OF SIGNER (IYPE O/Pll,I, E AND TITLE OF CONTRACTING OFFICER (IYPE O' P,,I)

16C OATE SIGNED

o(fiLE(

4z z1

158 CONTRACTOR/OFFEROR

(s/onafrre of o,-6on authonzed to sgn)

STANDARD FoRM 30 (REv. 11/2016) Prescribed by GSA FAR (48 CFR) 53 243

D TES o RICA

Aficet)

168 UNI15C OATE SIGNED

Y

1. CONIRACT ID CODE

(x) tr tr n tr C THIS SUPPLEMENTAL AGREEMENT IS ENTEREO tNTO PURSUANT TO AUTHORITY OF:

n E. IMPORTANT: Contractor E is not ! is required to sign this document and return _ copies to the issuing office.

P rcvio u s edition un usa b le

Amendment No 2 to RFQ 19PE5025Q001 9 PaCe 2

1 Reptace Continuation of SF-1449 entirety with the fou.owing:

The due date to receive proposals is April ]-7,,2OZS, at lo:fl) a.m. (locat date and time). No proposals will be accepted after this date and time.

Pricing The proposat shatt inctude two (2) options. option A witt consider 1,400 guests and option B witt consider 800 guests. The scope of Work for both options witt remain the same. Each option must consider a technicat description of the items/services being offered. The price breakdown of each detiverabte and their components tisted under items 1 through 6 of the Statement of Work (pages 3 to 9).

Validity of quotes

Quotes must be valid for 60 days from the closing date of this solicitation.

To assure timety and fair consideration, you must fo[tow the instructions contained herein. Proposats must be compl.ete, sel.f-sufficient, and respond directty to the requirements of this RFQ. Faiture to provide requested lnformation in the format specified in this section may resutt in an unfavorabte evatuation or non-consideration of your company,s proposat.

The offeror/quoter shall identify and explain/justify any deviations, exceptions, or conditional assumptions taken with respect to any of the instructions or requirements of this request for quotation.

Experience Provide a list of prior events of similar nature you have worked on with suitable refe re nces.

Delivery date For installation and removal of furniture/equipment as stated in the Scope of Work.

Amendment No 2 to RFQ 19PE5025Q001 I

Payment Terms Net 30 days-payment shall be made after acceptance of the service and receipt of of an accurate invoice.

Proposal Format and Content

- SF-1449 filled out including Price breakdown and description per each option.

- Technical Proposal of the items/services being offered for both options.

- Additional information as required in Section 3'

- Experience and Past Performance, listing the events of similar nature with references.

- Copy of permits and licenses to operate in Peru

- lnsurance requirements as stated in SOW

- Section 5 - Representations and Certifications including Proof of SAM

Registration and Anti-Discrimination Certificate (Page 89)

At a minimum, each Offeror/Quoter must meet the fottowing req u irements:

- Be abLe to understand written and spoken Engtish.

- Have an established business presence in Peru for at least 5 years, with a permanent address and tetephone tisting in Per[, it shatt be documented in the technicat proposat.

SAM Registration For proposals above s30K the offerors are required to have an active registration of their companies in the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines.

lnformation/instructions on how to register can be found at www.sam.gov

Please submit your proposal in one (1) single file in Word or PDF format.

For a proposal to be considered you must submit and complete the at least the followi ng docu mentation :

Amendment No 2 to RFQ 19pE502SeOO1 9

- Have a[[ licenses and permits required by tocat taw.

- Meet atl tocat insurance requirements.

- Have no adverse criminaI record.

- Have no potiticat or business affiLiation which couLd be considered contrary to the interests of the United States.

- Good past Performance

- Good quaLity products

The Government expects that competition will establish fair and reasonable prices.

However, the government reserves the right to require information other than cost and pricing data if it is later determined that said information is needed to evaluate the proposed price. Failure to provide requested information may render the offeror ineligible for award.

Questions shoutd be submitted in Engl.ish no later than Friday ApriL 4,2025 by 1 1:00 a.m. (tocal. date and time).

PRICE BREAKDOWN

ITEH DESCRIPTION UNIT QTY UNIT COST TOTAL

I Main Tent ea

2 Tent for services

3 Oecorations

4 Fumiture ea

5 Food & Beverages slations ea

Music and Sound ea

7 IGV

8 TOTAT

ea ea

H

Amendment No 2 to RFQ 19PE5025Q0019

2. Section 2 - Statement of Work for Event Ptanner/Designer 2025 lndependence

Day is reptaced entirely as fotlows:

SECTION 2

STATEMENT OF WORK FOR EVENT PLANNER/DESIGNER

2025 INDEPENDENCE DAY

U.S. Embassy Lima (hereinafter "The Embassy") witt hotd its 249th lndependence Day cetebrations at the u.s. Ambassador's Residence (cMR) on

)uly 3,2025. The event wil.t take ptace from 1800 to 22OO hours and witt be a stand-up reception in the cMR's garden. The theme of the 2025 cetebration is

"Bicentenniat-The Human Connection."

Expected attendance is: Option A - 1,400 guests, and Option B - 800 guests'

The Scope of Work witt remain the same for Option A and Option B.

The program witt inctude remarks by the Ambassador and the Chief Guest, U.S. and Peru nationat anthems, tive music, food, and drinks. The event witt be hetd in an open-air environment, with a main tent and ancittary tents for food & beverage and other services.

The Company/Event Planner/Designer (hereinafter "the Contractor") working with the Embassy is responsibte for insta[[ation, design, and decoration of the CMR garden in-tine with the 2025 theme. The Contractor is responsibte for the timety instattation of a[[ services mentioned betow for the successfuI execution of the event.

The Contractor should ensure that install.ations and services provided by the Contractor support and comptement all above-mentioned programs associated with the four-hour event without any issues and impediments. The

Event

Contractor

Contractor shall consider these factors to design a cohesive ptan and implementation of aLt mentioned services.

The Contractor must comptete att instal.tations and del.iverabtes by 12:00 pm on )uly 2,2025.

There witt be a timited technical rehearsat and ful.l, rehearsat within 72 hours of the event. lf needed, the Contractor should be able to adjust and make changes before the event on )uly 3, 2025.

The ldeat Contractor wil[:

1 . Possess the capabil.ity to coltaborate with the Embassy and individual.ty execute att instattations and services for the event.

2. Have considerable experience and a record of successfuI management of events of simil.ar magnitude.

3. DispLay creativity in the design and execution of the theme.

4. Be abte to adjust to unexpected changes in event programming and needs of the U.S. Embassy.

5. Have management skitls, inctuding adherence to the budget, staffing, and ove rat[ professionalism.

6. Coord inate and work with other contractors/vendors hired by the Embassy.

7. Speak Engtish and be at ease communicating verbalty and in writing with

Embassy personneI in charge of the event.

8. Have a sufficient cutturaI understanding of the United States to interpret and retate to the theme.

9. Keep event costs within a given budget.

10. Arrive promptty for workdays and meetings with Embassy personne[, adhering to project timetines and deadtines. ln ensuring mutuaI respect for agreed-upon schedules and de[iverables, the Contractor shoutd be witting to accept possibte financiat penalties in the event of avoidabte detays.

1'l . Compty with security protocots mandated by the Embassy and the CMR.

12.

13.

14.

15.

Amendment No 2 to RFQ 19PE5025Q0019 PageT

Have SCTR insurance and PPE for their staff white performing the job' Maintain accountabitity of att Embassy and CMR issued inventory and return the inventory in condition as issued, to the assigned Embassy andlor CMR staff after the event.

Provide a POC that has Engtish proficiency.

Be responsibte for a[[ transportation of materia[s to and from the

Residence.

1. Main Tent

a. Must begin work on Friday, June 20 or 10 days prior to the event. and should be finished and ready to make any changes by Tuesday, Juty 1 at noon.

b. lnstal.ted in the CMR garden and have a surface area of about 5000 sq ft to accommodate guests.

c. Exhibit B provides the theme and setup options for the tent and surrounding areas of the garden.

d. Must be higher than the covered CMR patio to enable guests have an unobstructed view of the patio stage. The roof height of the CMR patio is

5.50 meters. Height of the main tent must be 7 mt in the central part of the tent.

e. Shoutd be a basic tent but at the same must be abte to provide elegance to the event and serve as a barrier to weather. (Exhibit A provides examples of tents. The contractor shoutd use these as a guidance and suggest to the Embassy appropriate designs.)

f . Shoutd be open on at[ sides to provide easy movement and accessibitity to guests.

g. Shoutd be designed to assist the ftow of guests towards food and beverages and other services.

h. Shoutd incorporate decorations as suggested under Exhibit B.

i. Shoutd be structuratty sound to withstand any inctement weather, natural disasters, and any unforeseen situations.

j. Shoutd be dismantled in no more than three (3) days.

Contractor is to detiver the fottowi

k. Upon dismantting, the contractor will. thoroughty cLean up after themsetves, inctuding inspecting the grounds for smail. parts, pins, etc.

2. Tents for services

a. The Contractor shatt set up tents in the garden for the folowing services:

l. A minimum of two food stations and three bars

ll. One ADA bathroom tent lll. One prep kitchen tent lV. One/two for entrance to CMR V. Portabte bathroom tent Vl. Cl.osed tent with chairs, mirror, support tabLes, and tighting for service staff

b. The service tents shoutd be decorated as suggested under Exhibit B and comp[ement the design of the main event tent.

3. Decorations

a. The decorations witt be in Line with the theme with emphasis on "Bicentenniat-The Human Connection." This shoutd inctude U.S. ftags, symbots, and nationaI icons. The co[ors wi[[ reftect the U.S. ftag - red, white, and btue, with any blue containing white stars.

b. Ftowers arrangements comptementingthe theme and cotors shoutd be instatted in the main tent, food, and beverage tents.

c. The Embassy witt provide U.S. ftags and buntings to decorate the CMR patio and tent. Based on the theme, the Contractor shat[ augment the decorations.

d. The Embassy expects suggestions from the Contractor.

e. The Contractor shoutd be ftexibte to adapt and make changes to decorations based on theme and ideas.

f. Decorative tightingof aLt green areas and garden shouLd be considered.

Amendment No 2 to RFQ 19PE5025Q0019 Page I

4. Furniture

a. The Contractor shatt provide chairs and an estimated 50 high tab[es.

(Exhibit A)

b. The Contractor shoutd coordinate with the Embassy to complement the design and decorations.

c. The Contractor shatt provide furniture to incorporate and augment the overa[[ design and decoration.

d. The Contractor shatt provide furniture/tounges for etderty peopte and persons with disabitities.

5. Food and Beverages

a. The contractor witt instatt at Least 4 food stations and 2 bar stations with a minimum of 1O mt., under tents, at tocations suggested by the committee.

b. The Contractor shatt provide tables and tabtectoths to buitd the food stations and bars. (Exhibit A)

c. The contractor shatt coordinate decoration of the food and bar stations with the caterer.

d. The Contractor shatt incorporate the food and beverage stations within the overatL design and provide decorations as mentioned in Exhibit B.

e. The Contractor shatt work ctosety with CMR staff in the integration of the food and beverage service and the decorations to ensure unity with the overat[ ambience of the event.

f. The Contractor shatt provide the fottowing items for food and beverage services:

l. Paper napkins incorporating red, white, and blue colors. The napkins shoutd not resembte the U.S. ftag

ll. Non-electric ice boxes, each of minimum 1oo-titer capacity.

Page 1 0

6. Music and Sound

b. The Contractor shatt provide music and sound equipment for all events -wired and wireless microphones, tapel. microphone for the master of ceremony, speakers, sub-woofers, monitors, amptifiers, microphone stands, mixers, consotes, cables, taptops, and other gear as needed and specified in the musicaI riders - for the successfuL execution of the above-mentioned functions. Microphone for singer may need to be different than the microphones provided for the bands.

c. Detaits of required sound equipment is included in Exhibit C.

d. The Contractor is responsibte for instattation and proper functioning of al.l.

equipment and cables.

e. The Contractor, atong with the Embassy wilt conduct four rehearsats prior to the day of the event. Furthermore, a sound check wil.l. be conducted with the musicians on JuLy 2 in the morning.

f. On the event day, the Contractor shatl ensure that att equipment is functioning for the proper execution of the programs.

g. The Contractor shatt provide a sound engineer to monitor and ensure proper functioning of the equipment at the time of the event and address any needs ofthe bands and singers.

h. The sound engineer should be abte to execute a music ptay tist provided by the Embassy as background music.

i. Lighting and sound personnel, atong with the supervisor, must be present at the Residence on Monday, Tuesday, and Wed nesday the week of the event.

a. There witt be remarks by the U.S. Ambassador and the Chief Guest, anthems, and a live musicaI performance.

Page 1 'l

1. The Contractor sha[[ submit a proposaI including diagrams and detaited descriptions of design etements, atong with other inventory to be used for decorations and other insta[tations.

2. The Contractor shatt atso inctude examples of prior works of simitar sca [e.

3. The Contractor shatt provide a timeline for installation and dismantLing of att equipment needed for the event.

4. The proposat shatt inctude a quote of each component, and their sub-components tisted under items 1 through 7.

5. Costs shoutd inctude transportation, instattation, and dismantting of equipment.

6. The Contractor is expected to exercise their judgment and creativityto make appropriate suggestions.

7. Proposats witt be reviewed by the Committee, and candidates witt be interviewed before the contract is finaLized and awarded.

8. The Committee, based on the programming of the event, may choose to instatt or not instatL components mentioned under items 1 through 7.

The Committee witt inform the Contractor of its decision after receiving the quotes, and finat review.

1. The Embassy shatt provide the Contractor and its emptoyees/sub-contractors access to the CMR compound and required areas within the compound before the event (for instattation) and dismantting (after the event) in accordance with the Embassy's security protocols detaited below.

rocess:

Role of the

Amendment No 2to RFQ 19PE5025Q0019

'l . The Embassy witt be whotty responsible for the event security and access controt.

2. The Contractor shatL compty with att secu rity req ui rements of the Embassy and CMR, inctuding providing advance tists of at[ workers working with the Contractor and vehicles who/that need access to the event site prior to, during and after the event.

3. The Contractor witl, provide complete names of emptoyees/sub-contractors, their DNI numbers, date of birth, and sex at teast six (6) weeks prior to the event.

4. The Contractor wiLt provide the make, mode[, color, year, and [icense ptate of each vehic[e requesting access to the CMR premises and access roads at least six (6) weeks prior to the event.

5. The Contractor witt provide a tist of al.t equipment, tools, buitding materials that it intends to bring into the CMR premises at teast six (6) weeks prior to the event.

6. Any change in contracting personneI or vehictes needing to access the

CMR compound must be communicated to the Embassy a minimum of 48 hours in advance ofthe required access.

7. Att information shatt be provided at least six (6) weeks before the event, coordinating with the Logistics Point of Contact.

8. A supervisor must be present from 8:00 am to 5:00 pm every day and during alt other times that their emptoyees are at the Residence.