PR16005234 - RFQ -4J26 Media Services.docx

The American Embassy in Nassau, The Bahamas has a requirement for the media assistance services for American Independence Day Event.

If you are interested in the solicitation, you must be technically qualified and financially responsible to perform the work. At a minimum, each Offeror must meet the following requirements when submitting their proposal:

· Be able to understand written and spoken English;

· Have an established business with a permanent address and telephone listing;

· Have the necessary personnel, equipment and financial resources available to perform the work;

· Have all licenses and permits required by local law;

· Meet all local insurance requirements;

· Have no adverse criminal record;

· Have no political or business affiliation which could be considered contrary to the interests of the United States;

· Have good experience and past performance records; and

· Identify specialized experience and technical competence required to complete the work in accordance with this solicitation.

A site visit will be held at 10:00am on Friday, May 29, 2026. Please email list of people attending by 2:00pm on Wednesday, April 27, 2026 Please ensure that you follow all instructions regarding the proper submission of a proposal.

Scope of Work: Media Assistance Services U.S. Embassy Nassau 4th of July Celebration Event Overview

· Event Date: Friday, June 26, 2026

· Event Time: 7:00 PM – 10:00 PM

· Expected Attendance: 1,200 guests

· Location: U.S. Embassy Nassau Purpose The U.S. Embassy Nassau seeks to contract professional media assistance services to comprehensively document and promote the Embassy's 4th of July celebration through photography, videography, livestreaming, and social media content creation.

Scope of Services

1. Photography Services The Contractor shall provide professional photography services throughout the event, including:

· Dedicated Ambassador Photographer: At least one (1) photographer assigned exclusively to capture the Ambassador's activities throughout the evening, including official greetings, speeches, and interactions with guests.

· Event Photographers: Multiple photographers to provide comprehensive coverage of:

· Receiving line (6:45 PM – approximately 7:30 PM)

· Program portion (7:00 PM – 8:00 PM)

· Reception activities (8:00 PM – 10:00 PM)

· Fireworks finale (9:50 PM)

· Candid guest interactions and event atmosphere

· Deliverables:

· High-resolution edited photographs suitable for print and digital use

· All event photos made available online by end of business on Saturday, June 27, 2026, for guest download

· Photos suitable for immediate social media posting during the event

2. Videography Services The Contractor shall provide professional videography services, including:

· Program Coverage: Full videography of the official program (approximately 7:00 PM – 8:00 PM), including speeches, remarks, and ceremonial activities.

· Fireworks Finale: Professional capture of the fireworks display at 9:50 PM.

· Deliverables:

· Raw and edited footage suitable for social media and archival purposes

· Two (2) recap videos:

· Video 1: Short-form recap video (suggested length: 60-90 seconds) optimized for social media, to be delivered by end of business Saturday, June 27, 2026, for posting the day after the event

· Video 2: Commemorative/celebratory video (suggested length: 2-3 minutes) to be delivered by end of business Friday, July 3, 2026, for posting on Saturday, July 4, 2026

3. Livestreaming Services The Contractor shall provide:

· Professional livestreaming of the program portion (7:00 PM – 8:00 PM) to U.S. Embassy Nassau's social media platforms on Facebook, Twitter/X, and Instagram

· Technical setup, monitoring, and quality control throughout the livestream

· Simultaneous streaming capability to all three platforms

· Backup streaming capability to ensure uninterrupted coverage

· Technical troubleshooting and platform-specific optimization

4. Social Media Services The Contractor shall provide:

· Pre-Event Planning: Development of a social media content strategy to be submitted for Embassy approval no later than June 19, 2026, including:

· Suggested hashtags for the event

· Sample social media posts and captions

· Proposed posting schedule and frequency

· Content themes and messaging aligned with Embassy priorities

· Event Coverage: Real-time social media coverage during the event in collaboration with an Embassy alumni designated by the Embassy

· Live Posting: Live posting of event content to Embassy social media accounts as directed by Embassy Public Affairs Section

· Coordination: Coordination with Embassy staff on messaging and content approval

5. Live Event Display Services The Contractor shall provide:

· Live posting of event photos to designated audio-visual screens throughout the venue

· Technical coordination with Embassy or venue A/V systems

· Curated selection of appropriate guest photos for immediate display

General Requirements Images and videos generated are property of the U.S government and as such should not be used or distributed without prior approval of the Embassy Public Affairs Officer.

Branding and Messaging Compliance All products, content, and materials produced under this contract must:

· Respect and adhere to U.S. Department of State branding guidelines

· Follow U.S. Embassy Nassau messaging guidelines

· Receive approval from Embassy Public Affairs Section prior to public posting where required Quality Standards

· All photography shall be high-resolution, professionally edited, and color-corrected

· All videography shall be professionally shot with appropriate lighting and audio capture

· All social media content shall be optimized for the respective platforms

· All deliverables shall be suitable for official U.S. government use Coordination The Contractor shall:

· Attend pre-event coordination meetings with Embassy Public Affairs Section

· Coordinate with Embassy security and protocol staff regarding access and positioning

· Work collaboratively with Embassy-designated alumni for social media coverage

· Provide a point of contact available throughout the event Equipment The Contractor shall provide all necessary:

· Professional photography equipment (cameras, lenses, lighting, etc.)

· Professional videography equipment (cameras, stabilizers, audio equipment, etc.)

· Livestreaming equipment and technical infrastructure

· Backup equipment to ensure continuity of services

· Computer equipment for live photo editing and posting Deliverables Timeline

· June 19, 2026: Social media content strategy (hashtags, sample posts) submitted for approval

· During Event (June 26): Live social media posting, livestreaming, live photo displays

· June 27, 2026: All event photos available online for guest download; first recap video delivered

· July 3, 2026: Commemorative video delivered for July 4 posting Personnel The Contractor shall provide sufficient qualified personnel to accomplish all tasks, including but not limited to:

· Minimum one (1) dedicated Ambassador photographer

· Multiple additional photographers for comprehensive event coverage

· Videographer(s) for program and fireworks coverage

· Technical staff for livestreaming operations

· Social media specialist(s) for real-time posting

· Photo editor(s) for live display services Period of Performance Services shall be provided on Friday, June 26, 2026, from approximately 4:00 PM (for setup) through 11:00 PM (for breakdown), with pre-event deliverables due June 19, 2026, and post-event deliverables due as specified above.

Pricing Pricing should include all labour, materials, equipment and supplies needed to complete each service requirement of the scope of work. VAT, if applicable, must be a separate line item.

Please submit pricing in the following format

A.

1. Photography Service

2. Videography Services

3. Live Streaming Services

4. Social Media Services

5. Live Event Display Services

Subtotal

B. VAT if applicable at 10%

C. Total Estimated Price

Proposal Submission Proposals should be submitted via email to NassauContractingOfficers@state.gov no later than 5:00pm on June 4, 2026.

There are no mobilization or stage payments authorized for this request. Payment will be made via EFT within 30 days of completion of services and an approved invoice.

image1.png