PR16015612 - Request for Proposals - 4J26 - Catering Services.docx

The American Embassy in Nassau, The Bahamas has a requirement for the catering 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:

You can submit proposals for Stations 1-4 or Stations 5-9 or both.

Please ensure that you follow all instructions regarding the proper submission of a proposal.

4th of July Celebration - U.S. Embassy Nassau Catering Services with Regional American Food Stations

Purchase Request Name: 4J26 - Catering Services - Food Committee Statement of Work:

Prepare regional American-themed food station catering for up to 1,000 guests at the U.S. Embassy Nassau Fourth of July celebration on June 26, 2026, from 7:00 PM to 10:00 PM. All food items must be bite-sized portions suitable for standing reception service.

This is a labor only requirement. All food items will be provided. A list of ingredients must accompany your proposal.

THEMED FOOD STATION REQUIREMENTS

The caterer must provide fully staffed regional food stations featuring the following:

General Quantity Requirements: Each station must provide sufficient quantities to serve up to 1,000 guests, with the minimum requested bite-sized items indicated per station. Vendor must ensure continuous availability of all menu items throughout the service period.

STATION 1: NEW YORK CITY

· Pizza bites

· NY-style cheesecake (individual portions)

STATION 2: PHILADELPHIA

· Mini Philly Cheesesteaks (traditional style, wrapped)

· Mini Philly Cheesesteaks (vegetarian option, wrapped)

STATION 3: SAINT LOUIS

· BBQ Rib bites

· Cheese Fried Ravioli with Marinara Sauce

· Beef Fried Ravioli with Marinara Sauce

STATION 4: ATLANTA

· Peach Cobbler (individual portions)

· Pulled Pork Sliders (mini)

· Chicken Tenders (bite-sized)

STATION 5: TEXAS

· Brisket Sliders (mini)

· Street Corn (in a cup/bowl)

STATION 6: LOS ANGELES

· California Rolls (sushi, bite-sized pieces)

· Mini Charcuterie Cups (individual cup)

· Mini Veggie Crudite’ (individual cup)

STATION 7: SEATTLE

· Seafood Rolls (mini/bite-sized)

· Salmon on Cucumber

STATION 8: WASHINGTON D.C.

· Crab Cakes (mini)

· Apple Pie (individual bite-sized portions)

STATION 9: COCONUT GROVE, FLORIDA

· Conch Salad

· Vegetarian Conch Salad

STAFFING REQUIREMENTS

The caterer MUST provide sufficient servers to fully staff each station, including:

· Minimum 2 servers per station (18 servers total)

· 1 supervisor/coordinator

· Additional support staff for food replenishment and station maintenance

· All staff must be professionally attired and trained in food service Staff Schedule:

· Setup: 12:00 PM - 6:00 PM

· Service: 7:45 PM - 9:45 PM

· Breakdown: 10:00 PM - 12:00 AM

SERVICE REQUIREMENTS

Setup:

· All stations must be fully set up and ready by 6:00 PM on June 26, 2026

· Coordinate delivery and setup with Embassy security through POC: Gaylord Knowles Service:

· Maintain food at appropriate temperatures throughout service

· Continuously replenish food items to ensure availability

· Ensure dietary restrictions and allergen information is clearly labeled at each station

· Maintain cleanliness and organization of all stations Equipment:

· Provide all necessary serving equipment, chafing dishes, warming equipment, heat lamps and utensils Cleanup:

· Complete breakdown and removal by 12:00 AM on June 27, 2026

· Remove all equipment and waste

· Leave areas clean and in original condition

ADDITIONAL REQUIREMENTS

Staff Meals:

· 70 pre-boxed staff meals to be served at 4:30 PM in designated staff area

· Meals should be grab and go

· A few options should be provided – vegetarian, chicken, beef Food Safety & Compliance:

· All food must meet Bahamian health standards and U.S. food safety guidelines

· Provide health inspection certificates for all food preparation facilities

· Provide certificate of insurance (general liability and food service)

· All food handlers must have current food safety certifications Dietary Considerations:

· Clearly label all food items with ingredients

· Identify common allergens (nuts, shellfish, dairy, gluten, etc.)

· Ensure vegetarian options are clearly marked

DELIVERABLES & TIMELINE

Site Visit

· A site visit may be held before award and if scheduled, 48-hour advanced notice will be given.

· You may be required to attend a testing at Sysco for pre-ready items. 48-hour advanced notice will be given if necessary Proposal Submission Deadline: June 15, 2026

· Complete list of menu ingredients

· Itemized cost breakdown by station using attached pricing table

· Staffing plan with number of servers per station

· Equipment specifications

· Certificate of insurance

· Health inspection certificates

· List of experience at local high-level events with attendees in excess of 1,000

· Please list experience with at international high-level events, international competitions, food festivals Pre-Event Coordination Deadline: TBD

· Attend a meeting at the Embassy with the decorator when scheduled

· Confirm delivery and setup schedule with your POC

· Security clearance forms submitted for each employee accessing the Embassy for the event Deadline: June 17, 2026

· Final headcount adjustment capability (up to 1,200 guests)

· Confirm final quantities for all food items Deadline: June 24, 2026

· Final walkthrough and coordination meeting at Embassy

VENDOR RESPONSIBILITIES SUMMARY

· Provide labor only pricing for Stations 1-4 or 5-9 or both

· Prepare all food items fresh and to health code standards

· Provide sufficient servers to fully staff each station (minimum 16 servers)

· Provide all serving equipment, chafing dishes, and warming equipment

· Coordinate delivery and setup with your POC

· Maintain food safety and temperature control throughout event

· Provide 70 pre-boxed staff meals

· Complete setup by 5:00 PM on June 26, 2026

· Provide service from 7:45 PM to 9:45 PM

· Complete breakdown and removal by 12:00 AM on June 27, 2026

· Provide all required certifications and insurance

· Provide proof of past experience for high level events of over 1000 attendees

EVALUATION CRITERIA

Proposals will be evaluated based on:

· Price competitiveness (30%)

· Experience with large-scale events (40%) - References and past performance

· Staffing plan adequacy (20%) - Number and qualifications of servers

· Compliance and certifications (10%) - Insurance, health certificates, food safety

SUBMISSION REQUIREMENTS

Submit proposals by June 15, 2026 to: NassauContractingOfficers@state.gov Proposal must include:

1. Completed pricing table for Stations 1-4 or Stations 5-9, or all stations

2. Detailed menu ingredients for the stations that you are bidding on

3. Staffing plan with server-to-guest ratio

4. Equipment list

5. Certificate of insurance

6. Health inspection certificates

7. Minimum 3 references from events serving 1000+ guests

8. Company profile and relevant experience

9. List of serving supplies needed for food

TERMS & CONDITIONS

· Payment Terms: Payment upon completion and submission of invoice.

· Cancellation Policy: To be determined

· Liability: Vendor assumes full liability for food safety and service

· Insurance Requirements: Minimum $2 million general liability coverage

· Headcount Adjustments: Final headcount must be provided by June 17, 2026. Adjustments up to 10% will be accommodated without penalty.

ATTACHMENT A: PRICING TABLE FOR FOOD STATIONS

Instructions for Vendors:

Complete one or both Option A and Option B pricing tables. All prices should be in USD and include all costs associated with food preparation, service, and staffing for each station.

Embassy will provide all ingredients once the list of items is submitted with the proposal.

Embassy will provide a refrigerated truck, food warmers, kitchen facilities and 2 prep areas

OPTION A: STATIONS 1-4

(Labor only – please also indicate your suggestions for the quantities of each item if you do not feel the proposed quantities are ideal)

Station 1 Subtotal

Station 2 Subtotal

Station 3 Subtotal

Station 4 Subtotal

FOOD SUBTOTAL

Staffing (8 servers + 1 supervisor)

Equipment Rental

Staff Meals (70)

Delivery/Setup Fee

Other Fees (specify):

TOTAL OPTION A

Cost Per Guest (Option A)

OPTION B: STATIONS 5-9

Labor only – please also indicate your suggestions for the quantities of each item if you do not feel the proposed quantities are ideal))

Station 5 Subtotal

Station 6 Subtotal

Station 7 Subtotal

Station 8: Washington D.C.

Station 8 Subtotal

FOOD SUBTOTAL

Staffing (10 servers + 1 supervisor)

Equipment Rental

Staff Meals (70)

Delivery/Setup Fee

Other Fees (specify):

TOTAL OPTION B

Cost Per Guest (Option B)

ADDITIONAL PRICING INFORMATION

Additional Guest Charge (over 1,000):

· Per person: $________ Notes/Clarifications:

Vendor Name: _________________________________ Authorized Signature: _________________________ Date: _________ Contact Information:

· Phone: _________________________________

· Email: _________________________________

List of Menu Ingredients

Please provide items and quantities needed to complete the food preparation of the stations that you are bidding on.

Station Number Quantity Items image1.png