SOW - Freedom250 Building Lighting Display (1).pdf

Scope of Work (SOW)

250th Anniversary Illumination Program

1. BACKGROUND

In 2026, the United States of America marks the 250th anniversary of its founding, a Semiquincentennial celebrated around the world. This milestone provides an opportunity to highlight America’s historic role as a global leader in security, economics/business, culture, education, sports, and innovation.

As part of its public diplomacy activities under the Freedom250 agenda, the U.S.

Embassy Bucharest Public Diplomacy Section seeks to partner with a vendor to design and implement an illumination program to project American colors (red, white, and blue) and/or symbolic imagery (e.g. stars, stripes) onto the U.S.

Embassy and the Romanian Athenaeum. The goal is to create a striking, memorable visual experience that generates public excitement, media coverage, and a sense of shared celebration.

2. OBJECTIVES

• Create a high-visibility public display on the U.S. Embassy and on the

Romanian Athenaeum commemorating and raising awareness of the U.S.

250th anniversary and Independence Day (July 4th).

• Project American national colors and/or images emblematic of America onto the Embassy and the Romanian Athenaeum.

• Generate earned media coverage and social media amplification.

• Reinforce the U.S.-Romania partnership and shared values, and American excellence.

3. PERIOD OF PERFORMANCE

The preferred period of performance is:

• U.S. Embassy: June 24th, 2026 (Embassy Independence Day Reception) and

July 1-4.

• Romanian Athenaeum: June 24th, 2026 (Embassy Independence Day

Reception), and July 1-4.

If this duration is prohibitively expensive, the next preferred period of performance is:

• U.S. Embassy: June 24th, 2026 (Embassy Independence Day Reception) and

July 4.

• Romanian Athenaeum: July 1-4.

4. SCOPE OF WORK

The contractor will be fully responsible for end-to-end planning, execution, and close-out of the illumination event, including:

4.1 Site Assessment and Permitting

Identify optimal projection angles, distances, and equipment placement.

Coordinate access logistics with the U.S. Embassy for illumination of Embassy property.

4.2 Design and Creative Assets

Develop an illumination design concept featuring American national colors

(red, white, and blue) that accomplishes the goals and objectives listed above.

This may be static images or roving spotlights with stars and/or the Freedom

250 logo, and solid color red/white/blue backlights.

If achievable within budget limitations, the vendor may propose a higher complexity design (e.g. U.S. flag or another more detailed image, etc.)

Submit creative concepts to the Embassy Public Affairs Section for review and approval prior to production.

Ensure designs are technically optimized for each specific building surface and architecture.

4.3 Technical Requirements, Equipment, and Installation

Supply, transport, install, and operate all necessary projection or lighting equipment.

- Projection equipment with sufficient brightness for large-scale outdoor visibility; recommended baseline of minimum 20,000 lumens per projector

- Image clarity suitable for viewing from a minimum 100 meters distance

Ensure safe installation and site protection with weatherproof equipment.

Conduct at least one full technical rehearsal prior to execution.

Manage equipment de-installation and site restoration after the program.

4.4 Event Nights Operations

Provide a qualified technical crew for all illumination nights. Crew should be available for real-time troubleshooting or necessary adjustments.

Coordinate timing and sequencing with Embassy event programming.

4.5 Documentation and Media Deliverables

Capture a minimum of 20 high-quality photographs and a minimum of one video of each illuminated site.

Provide the Embassy with a final media package of both raw and edited images and footage for communications and social media use, and a written performance report.

5. SUMMARY OF DELIVERABLES

The Embassy is open to proposals that creatively accomplish the above-mentioned goals and objectives. Below are two program options with differing levels of complexity and budget.

Bidders may propose one or more options, if feasible.

Program Option 1 – U.S. Embassy and the Romanian Athenaeum (Less

Complex)

The Embassy front facade should serve as the anchor of the illumination program on June 24 and July 1-4. The back façade should also be illuminated on June 24 only, with a more minimalist design that will not interfere with decorations already in place (hanging flags, stage, bunting).For this option, we seek lower-cost, lower-complexity proposals that adhere to the design prompts described above. Due to proximity to the airport, laser lights must not be used or proposed for the U.S.

Embassy building.

Bidders should submit a visual pitch (e.g., mock-ups or simulations) illustrating how the projections will appear on both the U.S. Embassy and the Romanian

Athenaeum.

We ask that you use your creative discretion in balancing duration with complexity to achieve highest-impact with lowest-cost.

Program Option 2 – U.S. Embassy and the Romanian Athenaeum (More

Complex)

For this package, we are interested in visual projections with more detail, cost allowing. We welcome your creative interpretations of American themes that will work best as building projections and accomplish the goals and objectives, as stated.

Please note the budget constraints listed below.

6. BUDGET

Bidders may submit multiple proposals and budget options. Each proposal may not exceed $35,000 USD (including agency cost, all design, production, placement, staffing reporting costs, and VAT).

7. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Technical feasibility and clarity.

• Demonstrated relevant prior experience.

• Creativity and quality of design(s).

• Permitting and logistics approach.

• Cost-effectiveness.

• Ability to meet staffing and equipment requirements.

8. ACCEPTANCE CRITERIA

Work will be considered acceptable when:

• Illumination is successfully executed as approved.

• All deliverables are submitted.

• Technical performance meets minimum standards.

• No major safety or compliance issues occur.

9. CONTRACTOR RESPONSIBILITIES

The contractor is solely responsible for:

• Permits and approvals.

• Equipment and staffing.

• Safety compliance.

• Damage prevention and site restoration.

• Execution within agreed schedule and budget.