26Q0009_SF30 CoverPage 1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE

OF

PAGES

2. AMENDMENT/MODIFICATION NO.

Amendment No. 001

3. EFFECTIVE DATE

05 May 2026

4. REQUISITION/PURCHASE REQ. NO.

MPR0604143-V2

5. PROJECT NO.

(If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

AMERICAN EMBASSY PANAMA CITY

APARTADO 0816-02561 ATTN: GSO

PANAMA,

PANAMA

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code) 9a. AMENDMENT OF SOLICITATION NO.

9b. DATED (SEE ITEM 11)

10a. MODIFICATION OF

CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning ___1____ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12.ACCOUNTING AND APPROPRIATION DATA (If required)

------------------- $0.00USD

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.)

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return __ copies to the issuing office.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME OF CONTRACTING OFFICER Alex Phannenstiel

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.

DATE

SIGNED

04 May

NSN 7540-01-152-807

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Page: 1 of 4

19PM0726Q0009-0001

AMERICAN EMBASSY PANAMA CITY

APARTADO 0816-02561 ATTN: GSO

PANAMA,

PANAMA

x

19PM0726Q0009

04/23/2026

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to extend the solicitation closing date to Monday, May 11, 2026, at 10:00 a.m. (local time); and to revise the Statement of Work under Section 1 and to update the attachments, accordingly. Please refer to Block 11 for receipt acknowledgment. See next page.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

1. The purpose of this amendment is to extend the solicitation closing date to Monday, May 11, 2026, at 10:00 a.m. (local time); and to revise the Statement of Work under Section 1.

2. Section 1 – The Schedule – Section I. STATEMENT OF WORK – has been AMENDED, DELETE and REPLACE with the following one:

I. STATEMENT OF WORK

The U.S. Embassy Panama will host its USA Independence Day 250th Anniversary Celebration on July 2, 2026, and is seeking a contractor to provide event support services, including decorations services, cocktail hall furnishings, drapery, chandeliers, bar and catering stations décor, fireworks, tents, portable restrooms, red carpets, and climate-controlled systems. The celebration will bring together distinguished guests to commemorate U.S. Independence Day while highlighting the strong bond between the Government of the United States and the Government of Panama, as well as the close relationship between the U.S. Embassy and the many dedicated expatriates, non-governmental institutions, and business partners in Panama.

The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and non-personal services necessary to perform the support as defined in this

SOW.

After the contractor is selected and awarded, the Embassy contracting officer (Embassy CO) and the Contractor’s point of contact (Contractor POC) will discuss the statement of work (SOW) and Contract requirements, including deliverable products, delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations, or access requirements, and/or environmental, safety and health requirements.

Additionally, the Contractor POC shall meet weekly with designated Embassy points of contact (Embassy POCs) for updates and to review contractor performance.

Date and time for the event:

Date: Thursday, July 2, 2026.

Time: From 7:00pm to 12:00am.

o Order of the Event (approximate)

• 7:00 pm: Reception, cocktail, and food service begins

• 7:45 pm: Ceremony begins

• 9:30 pm: Fireworks

• 10:00 pm: Reception continues

• 12:00 am: Event concludes

1.General information:

1.1. Event Location (Venue): The Event will be held in the Biomuseo’s event space (the Captain’s Club and surrounding gardens). A map of the Venue is found as an annex to this SOW. Prospective Offerors will be able to visit the Event space with Embassy POCs at a designated date and time.

1.2. Nature of the Event: The Event will celebrate the 250th anniversary of the founding of the United States of America. It is also the flagship event of the Embassy’s Freedom 250 campaign with distinguished guests to recognize the strong ties between the U.S.

Government and the Government of Panama, and between the U.S. Embassy and the many dedicated expatriates in non-governmental organizations and businesses.

1.3. Event Theme: The Event theme is “The Golden Age and American Greatness Through the Eras” (Theme). The Event should include unique, high-end decor that reflects sophistication, glitz, and glamor.

1.4. Event Spaces (Reference event space layout in the annex)

1.4.1. Indoor Area: The main protocol ceremonial act will take place in this area.

1.4.2. El Salon del Biomuseo, 600 m2, maximum capacity 400 people in cocktail setup, space includes three internal female and male restrooms.

1.4.2.1. This space will include a pre-installed 7m x 4m main stage and a press riser for media coverage (measurement to be determined).

1.4.2.2. Terraza del Canal, 215 m2, maximum capacity 200 people in cocktail setup, roofed area with open airflow, external restrooms include four female and male restrooms.

1.4.2.3. Terraza del Biomuseo, roofed area with open airflow leading to the pathways of Higueron.

1.4.2.4. Four designated “Holding rooms / areas” within the offices of the Biomuseo; including two (2) for VIP and two (2) for preparation for performers and presenters.

1.4.3. Outdoor Area: The main live music acts will take place in this area.

1.4.3.1. Prado del Canal, 620 m2, maximum capacity 300 people in cocktail setup

1.4.3.2. This space will include a pre-installed 7m x 4m stage for the entertainment act (outdoor stage).

1.4.3.3. Higueron, 200m2, maximum capacity 150 people. (This space is reserved with intended limited use due to weather probability).

This space will be utilized for the initial general check-in walk through pathway entering the Plaza del Periquito and the Terraza del Canal.

1.5. Check-in Areas: Two check-in areas should be provided outside of the Venue, one for

VIP guests and one for other regular guests.

1.5.1. General check-in: approximately 700 attendees are expected to arrive via shuttle bus, entering through Terraza del Biomuseo, proceeding at a security checkpoint, and continuing along the Higueron pathway and entering the Plaza del Periquito / Terraza del Canal. (Areas are subject to change)

1.5.2. VIP check-in: approximately 100 attendees are expected to arrive via private transport, proceed through a security screening, and subsequently enter Salón del Biomuseo. (Areas are subject to change)

1.6. Parking Areas: On-site parking shall be provided for VIP guests. Other guests and service providers shall park in a nearby public lot and use an authorized shuttle provided by the Embassy to the venue.

1.7. Objectives:

1.7.1. Commemorate 250 years of United States history and its greatness through the eras.

1.7.2. Strengthen United States-Panama ties, showcasing the very best of American and

Panamanian culture.

1.8. Scope: A provider that fulfills the following prominent characteristics for decorations and other specified accommodations and services for approximately 800 guests.

2. Furnishing & Decorations:

2.1. Proposals:

2.1.1. The Proposal should include a specific or equal set of options for high-quality decorations and furnishing, including but not limited to fabrics, furnishing, drapery, chandeliers, bar stations, catering stations, fireworks, tents, portable restrooms, red carpets, and climate-controlled systems.

2.1.2. Disaggregate all line-item costs, including flowers, furniture, drapery, curtains, bar stations, chandeliers, catering stations, tablecloths, Roaring Twenties lounge setups, fireworks, tents, portable restrooms, red carpet, and climate-controlled systems.

2.1.3. Offerors must also include the following:

Multiple renderings of their vision for decorations and furniture arrangement, including visions for the main hall, the outside area, check-in areas; and A map showing the intended layout of all furniture, decorations, and catering stations.

All decorations and furniture must reflect the decoration concept discussed in part 2.3 below (Decoration Concept).

2.2. General Furniture Arrangement: Furniture should be primarily standing/cocktail setup for about 800 guests hosted at the Venue. It should include very limited lounge-style seating.

The furniture setup should encourage guest movement and socializing across indoor and outdoor Venue spaces. Approximately 30-40 high-top cocktail tables spaced within the indoor area and tented outdoor area. High-quality 5-10 single to 3-seater chairs and sofas spaced within the indoor area and tented outdoor area without blocking any cocktail tables.

These areas should have small end tables accompanying them. The loungers are to be neutral with gold accents. Selection of furniture to be determined upon award. All furnishings should be in acceptable, non-tarnished, and clean condition.

2.3. Decoration Concept:

2.3.1. The Theme is “The Golden Age and American Greatness Through the Eras” The colors white (or ivory) and gold with flag-themed highlights of deep red and deep blue should be incorporated throughout. The creative concept for the Event must include chandeliers, gold accents throughout the space, wall and overhead space coverings, and Mar-a-Lago-inspired style furnishing, with limited high-end flower bouquets.

The concept design must reflect at least 80 percent of the components in the visual provided in the annex and fully align to the nature of the Event and objectives as detailed in part 1 of this SOW. Services must include 2D and 3D modeling of the main areas to visualize final layout and distribution, samples of material used (e.g.

linens for table coverings), and other photos of furniture and material for use.

2.3.2. The Proposal should include decorations for the overhead space, walls, stages, post-determined graphic design structure, and tables for all designated Event spaces.

2.3.3. Create a unique, high-end event design utilizing an array of design elements to create a sophisticated glitz and glamor experience. The quality of the products should reflect the importance of the Event – the 250th anniversary celebration of the United States of America, the U.S. Embassy’s largest and most important diplomatic representational event in 2026.

2.3.4. Set up without obstructing the view toward the main stage.

2.3.5. Minimal decoration of the corridor of the exterior bathrooms with wall coverings

(if applicable) to improve and enhance overall appearance.

2.4. Tenting:

2.4.1. Provide a large, air-conditioned transparent tent (approximately 15m x 18m) with integrated lighting and hard flooring to accommodate inclement weather while ensuring guests have an unobstructed view of the fireworks and entertainment stage.

The Contractor shall provide an air conditioning system with sufficient cooling capacity to maintain an indoor temperature of approximately 20°C to 22°C (68°F to 72°F) under full occupancy conditions (up to 200 persons, with minimum of 40 tons, maximum 60 tons) inside the tent. The air conditioning equipment must be of low-noise operation, including compressors and associated components, to ensure it does not interfere with event activities, speeches, or entertainment.

The Contractor shall submit detailed specifications, including cooling capacity and noise levels, and provide confirmation of the proposed equipment in advance for review and approval.

2.4.2. Provide a 6m × 12m with cooling solution, transparent tent with integrated lighting for the “Roaring Twenties Lounge.” (Placement and flooring to be determined).

2.4.3. Climate control systems should include fans to create proper airflow in addition to the proposed cooling system as stated per identified tent.

2.4.4. Provide one (1) - two (2) tents with integrated lighting and ventilation in the Higueron outdoor areas “Plaza de Pavers” and on the structured deck area.

(second tent is subject to elimination).

2.5. Check-in (VIP and General) and VIP Areas:

2.5.1. Two check-in areas must be prepared outside of the entrance to the Venue, each with its own entrance into the Venue. The check-in areas should be clearly marked as “VIP Check-in” and “General Check-in.” Lines for the check-in areas should be delineated using rope barriers or divisors.

2.5.2. Signage for guests shall be provided as follows:

(a) one sign (with stand) for Uber, taxi, or parking shuttle arrival/ drop offs and

(b) two signs (with stands) for the shuttle.

2.5.3. The VIP check-in area should be near the main entry area of the Venue, to include two cocktail tables with tablecloths and four cocktail height chairs (two for each table).

2.5.4. The regular check-in area should include two (2) long tables with tablecloths and four (4) regular height chairs (two for each table). The check-in area should be outside. Provide tent covering for at least two long tables with internal lighting.

2.5.5. Both check-in areas will need access to electricity, including extension cords and cords covers.

2.5.6. Provide appropriate security barriers around the perimeter of the Venue to ensure access occurs only through the check-in areas.

2.5.7. Provide or coordinate with Venue the furnishing of two designated holding areas – one for the U.S. Ambassador and one for the senior representative of the Government of Panama. Each holding area should have at least 2 lounge chairs and a coffee table. At least one must contain or be near a private bathroom.

2.5.8. Provide or coordinate with Venue the furnishing of a holding area for the performers.

2.5.9. The check-in area will be staffed by Embassy personnel and at least one staff member from the Offeror company.

2.6. Graphic Design and Printing: The decorator’s scope shall include the planning, placement, and integration of externally provided, prefabricated graphic fixtures within the overall event décor scheme, including VIP and general guest entrance areas and other designated locations throughout the venue.

2.7. Banquet/Reception Hall Floor Plan, Seating Arrangements, and Table Settings:

2.7.1. Provide cocktail tables with décor and coverings placed throughout the Venue.

2.7.2. To ensure maximum mobility, only limited lounge seating options should be provided in the Venue, primarily for guests with limited mobility. Please include signage for fifty percent of the lounge seating to be reserved for those with limited mobility.

2.7.3. Food and beverage stations should be spread throughout the Venue (with approximately half in the main hall and half throughout the outdoor space) to encourage guests to maximize the use of all the spaces available.

2.7.4. There should be at least four (4) food and four (4) bar stations. The contractor shall furnish, install, and set up the food and beverage stations within the indoor and outdoor event area. The contractor’s scope is limited to furniture, fixtures, décor, and spatial setup.

2.7.5. Provide a well-lit and direct path to an open, covered, air-conditioned space for the fireworks.

2.8. Roaring Twenties Lounge: The contractor shall furnish, install, and set up a designated themed lounge within the outdoor event area. The contractor’s scope is limited to furniture, fixtures, décor, and spatial setup.

2.9. Fireworks Display

2.9.1. Provide and display waterproof fireworks at Veracruz, to give the guests the impression of fireworks over the waters of the Panama Canal.

2.9.2. A quotation for a 9-minute fireworks display is requested that it delivers a dynamic and engaging experience for attendees. The program should incorporate a variety of effects, colors, and firing patterns to sustain visual interest throughout the display.

Inclusion of unique or specialty elements that create memorable moments is encouraged. These elements should include but not be limited to Roman candles, 5, 4, and 3-inch grenades, professional boxes, whistling tails and a grand finale with more than 250 fireworks at once, all fired with a wireless electronic console.

Fireworks should be commercial grade, aerial displays (mortars, for example). They should have waterproof, secure storage.

2.9.3. The fireworks provider must be certified by appropriate Panamanian government authority for commercial fireworks displays, and the location must comply with all fire department/safety regulations established by Panamanian authorities. Any required permits for the Event must be obtained.

2.9.4. Provide a contingency plan and refund information if fireworks cannot be displayed due to inclement weather.

2.9.5. The fireworks provider will be required to coordinate on music and other logistics for the fireworks display.

2.10. Portable Restrooms:

a) Two (2) climate-controlled, luxury style portable –restrooms that include hand-washing sinks

b) Four (4) single portable restrooms with interior accompanying handwashing stations to be placed in various areas of the site.

The contractor will propose a method of placement to maximize availability and accessibility for all guests while minimizing disruptions and odors. The contractor will also propose decoration so as not to detract from the event space’s decor. The contractor will also provide supplies and onsite attendant/technician for the portable bathrooms throughout the event, ensuring restrooms remain clean, serviced, and fully stocked at all times, including an adequate supply of toilet paper, hand soap, and other necessary restroom consumables.

2.11. Outdoor Elements:

2.11.1. The contractor should provide adequate overhead coverage along the outdoor pathway using sail shading with independent support structures (or equal) that is weather permitting, as well as appropriate pathway and tree lighting to ensure visibility and ambiance. Exterior decoration within the Higueron area should be minimal yet cohesive with the overall event design.

2.11.2. Additionally, clear umbrellas with stand(s) shall be placed in a minimum of two

(2) designated areas.

3. Other Specified Accommodation and Services:

1. Propose and provide displays aligned with the theme.

2. Coordinate the following directly with the Venue:

2.1 Any power outlets, power cords, and power cord covers needed for displays and check-in tables. If the Venue is unable to provide these, the Contractor will be expected to furnish them.

2.2 Rope line separators or divisors (as per Part 2.5 - Check-in (VIP and General) and VIP Area) for VIP and general public entrances and protocol act pathway inside the main room. The rope lines for the protocol act should be removed once the protocol act ends. Please provide a picture of the type of separators to be used.

3. Install and remove all decorations, design, print, and other equipment used for the Event in coordination with the Venue, from June 30 to July 3, 2026.

4. All set-up and decorations for the event must be completed at least five hours prior to the event’s starting time of 7:00 p.m. (that is, by 2:00 p.m. on July 3, 2026), to allow sufficient time for security checks prior to the event. After this time, all personnel entering the premises will be screened. No new vehicles or equipment will be allowed on the premises after the security check has been completed.

5. Collaborate with the Embassy POCs for other needs.

6. As needed, coordinate with third party contractors regarding the Venue, production, entertainment, catering, beverages, bar service, shuttling services, security, and other services.

ATTACHMENT #1 – MAP OF VENUE SPACE

ATTACHMENT #4 – PLAZA DEL HIGUERON

ATTACHMENT #5 – ARCHITECTURAL FLOOR PLAN – DETAILED LAYOUT – THE HALL AND OFFICES