19VM3025Q0011 - SF18 RFQ for July 4th reception package - final.pdf

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-

SMALL PURCHASE SET-ASIDE (52.219-4)

PAGE

OF

PAGES

1. REQUEST NO.

19VM3025Q0011

2. DATE ISSUED

March 13, 2025

3. REQUISITION/PURCHASE REQUEST NO.

PR15218923

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5A. ISSUED BY

General Services Office, Embassy of the United States of America, 7 Lang Ha, Hanoi, Vietnam

6. DELIVER BY (Date)

March 28, 2025; 17:00PM local time

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls 7. DELIVERY

X FOB DESTINATION OTHER (See Schedule) NAME

Trang Bui

TELEPHONE NUMBER

AREA CODE

+84 24

NUMBER

38505000

8. TO: 9. DESTINATION

a. NAME b. COMPANY a. NAME OF CONSIGNEE

American Embassy Hanoi

c. STREET ADDRESS b. STREET ADDRESS

7 Lang Ha

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

Hanoi

d. STATE

Vietnam

e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5A ON OR

BEFORE CLOSE OF BUSINESS (Date)

March 28, 2025 local time

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 services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations 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)

1 Venue rental and reception package for the American Independence Day Celebration.

(Please see attached Statement of Work for details, page 2 - 5)

1 All

12 DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

b. 20 CALENDAR DAYS

c. 30 CALENDAR DAYS

d. CALENDAR DAYS

NUMBER %

NOTE: Additional provisions and representations [X] are [ ] are not attached.

13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15 DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS

16. SIGNER

c. COUNTY a. NAME (Type or print)

b. TELEPHONE

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

NUMBER

STANDARD FORM 18

STATEMENT OF WORK

FOR THE U.S. INDEPENDENCE DAY CELEBRATION RECEPTION

A. GENERAL REQUIREMENT:

The U.S. Embassy Hanoi (“the Embassy”) proposes to host the American Independence Day Reception

(“the Event”) in Hanoi, Vietnam, on July 11th, 2025 tentatively. In case for any internal reason that the

Embassy is not able to host the Event on July 11th, the backup dates can be July 9th or 10th, 2025. The final date of the Event shall be determined at the earliest convenience and communicated accordingly.

(Please note that the date of the Event can change or be cancelled due to unforeseen situations and without any additional fees or cancellation charges to the Embassy.)

The contractor shall provide the venue (address must be clearly noted in the quotation), equipment, facilities, security and meeting packages to include food and beverages as described herein statement of work below. The price offered shall include all labor, materials, deliverables, overhead, profit and any other anticipate charges.

B. STATEMENT OF WORK:

1. Space for the Event

‐ Main ballroom and additional space must be large enough for 1,000 guests, with foyer/surrounding area for decoration items, sponsor booths and displaying commodities (e.g.:

commercial vehicles, motorbikes, large displays).

‐ Access and space for a maximum display of two (02) vehicles and two (02) motorbikes at the same level of event area.

‐ Ease of movements from entrance to ballroom, spare rooms, bar, and food areas (to prevent crowding in entrance).

‐ One side room for VIP guests.

‐ One side room for 12 U.S. Marines.

‐ One side room for up to forty (40) performers with their musical instruments and equipment.

‐ Air‐conditioned spaces throughout, which include the check‐in area.

‐ Access to the space for set‐up the day before the Event (starting at 9:00 am on the day before the

Event date).

‐ Ease of access to the Event space for set‐up and take‐down of the Embassy’s equipment and decorations (required from immediately after the Event until noon on the following day).

‐ Adequate outlets for possible performer instruments, podium microphone, projectors, equipment, etc.

2. Equipment & facilities:

‐ Three (03) sets of projectors and LED screens:

o One (01) screen as stage backdrop should be big enough to cover the stage width o Two (02) smaller side screens

‐ Internet connection no less than 2 Mbp speed

‐ Stage with skirting and podium, large enough to have MC and band of up to 40 persons, three rows of choral risers, and AV equipment. Measurements to be recommended.

‐ Sound system with three (03) wireless microphones and one (01) microphone on the podium, 24 channel mixer, 2 stage monitors (audio). Speakers, amplifier, and mixer will be provided and controlled by vendor under the Embassy’s technical team supervision.

‐ Vendor audio technical support: three (03) technicians

‐ American‐flag themed decorations (red, white, blue bunting on the stage) and bunting suitable for existing furniture.

‐ 30 cocktail tables with white tablecloths and flower arrangement.

‐ Tables and tablecloths for booths (roughly 60 tables with standard size of 1,2mW x 0,6mD)

‐ Eight (08) flower arrangements

‐ One (01) ice carving statue at least one (01) meter tall. The design shall be determined and match the event theme and communicated at the earliest convenience.

3. Security

‐ 220 Volt power outlets at the location of screening for all guests as well as a designated area for security personnel to store equipment and recharge radio batteries (also 220 V).

‐ Parking area large enough to accommodate limousines and cars from VIP guests with protective details, ideally inside of a fenced perimeter and covered.

‐ Initial screening area for guests which can be closed off to allow for one way egress.

‐ Well‐lit entry control checkpoint and at the metal detector screening area.

‐ Rope stanchions for perimeter and access control and to funnel guests into the metal detector screening area.

‐ Table and chairs for the metal detector screening area as well as screens or a private room for handicapped or sensitive screened guests. The screens or private room should be close to if not adjacent to the screening area for regular guests.

‐ Provision of the event hotel staff list.

‐ Access to hotel security control room, information about hotel evacuation and safety/security plan, hotel security radio.

‐ AED’s and other first aid equipment available in an emergency.

4. Food & Beverage

‐ Canape style reception for 800 guests, 900 guests, and 1,000 guests, including free flow of local beer, water and soft drink.

‐ Food serving around with passed plates or four (04) buffet tables in different areas, along with passed plates.

‐ Able to put together a menu of up to eight (08) different dishes featuring American and

Vietnamese style foods.

‐ The Embassy will bring in its own food (including in‐kind donations and contributions from U.S.

companies).

‐ The Embassy will bring in some of its own wine, beer, and liquor without corkage fees.

‐ Bar service: two (02) bars set up in different locations.

‐ Food tasting for up to 10 people prior to the event.

‐ One (01) American Independence Day themed cake. The design shall be determined and match the event theme and communicated at the earliest convenience.

C. PRICING TABLE

Prices to be provided below shall be in Vietnam Dong (VND) to include all labors, materials, insurance, overhead, profit, and any other anticipated costs:

No. Description Quant. Unit price

VAT Total

1 Food: buffet style or canapes style with free flow of local beer, water and soft drinks. Four (04) buffet tables in different areas.

No corkage fee for Embassy’s beer, wine, and alcohol brought

in. Bar service: two (02) bars set up in different areas.

(Please provide prices for three

(03) different quantity options.)

1,000pax

900pax

800pax

2 Side rooms rental on event date (total cost for three (03) rooms)

1pckg

3 Ballroom rental for setup on the day before the Event date.

1pckg

4 LCD projector and screen 3 sets

5 Sound system with three (03) wireless microphones & one

(01) podium microphones

1pckg

6 Banners (2.5X2.5m) 4 each

7 Ice carving statue 1 each

8 National day cake 1 each

9 Flower stands 8 each

10 Food tasting prior to event 10pax

Grand total for 1000 pax:_______________

Grand total for 900 pax:_______________

Grand total for 800 pax:______________

D. PROCUREMENT TERMS & CONDITIONS:

1. The offeror must be willing to accept Purchase Order (PO) from U.S. Embassy Hanoi.

2. Vendor should quote for scalable event: 800 guests, 900 guests, and 1,000 guests.

3. Vendor will provide line‐item costs for venue and price per guest for food.

4. Vendor’s contract is not accepted and signed.

5. All items bid must meet or exceed specifications listed.

6. Proposals must be in local currency VND, firm fixed price to include applicable VAT and any other anticipated charges.

7. Selected vendor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

8. The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account

(VND) as stated on the invoice.

9. Any cancellations after PO awarded, only services rendered will be paid.

10. Any usage of phone calls, foods or beverages or any additional cost that is not included in the

PO package will be the responsibility of the individual requesting the service.

11. For U.S. Government rules and regulation reference, please read the attached Commercial

Clauses document attached.

12. Offeror’s registration in the System for Award Management (SAM) is required as instructed in

Invitation Letter.

Please send your proposal/quotation no later than 17:00PM on March 28, 2025, local time by email to

U.S. Embassy Hanoi to:

Ms Bui Huyen Trang

Procurement Supervisor

Email: BuiTH@state.gov

Thank you for your cooperation.