PR16040071 - RFP - 4J26 Decor Services.docx

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

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

Purchase Request Name: 4J26 - Decorations and Rentals Statement of Work:

"Provide comprehensive decoration, furniture, and equipment rental services for the U.S. Embassy Nassau Fourth of July celebration themed 'American Icons' for 1,200 guests on June 26, 2026, utilizing the outdoor space at the U.S. Embassy in Nassau.

Theme and Design:

· Event theme: American Icons featuring iconic American cities and landmarks

· Color scheme: Red, white, and blue with metallic accents (gold, silver)

· Design aesthetic: Patriotic Chic - sophisticated, elegant patriotic styling with modern touches Featured Cities and Iconic Structures:

The decorator/designer shall showcase the following cities with their iconic structures provided by JCNP Group A Junkanoo Groups throughout the venue:

1. New York City - Statue of Liberty

2. Philadelphia - Liberty Bell and LOVE Sign

3. Saint Louis - Gateway Arch

4. Atlanta - Modern Peach Statue

5. Texas - Dallas Cowboys emblem

6. Los Angeles - Hollywood Sign

7. Seattle - Space Needle

8. Washington D.C – Washington Monument

9. Coconut Grove, FL – Nassau Daddy Peacock

10. National Symbols - American Flag and Freedom 250 logo These elements shall be incorporated into décor, signage, centerpieces, photo opportunities, and display areas throughout the venue.

Venue Spaces to be Created:

The following distinct spaces shall be designed and decorated within the outdoor Embassy grounds:

1. Check-in Area – Replica of car rental check-in counter

2. Lounge Areas - Multiple comfortable seating zones with sophisticated furniture

3. Entertainment Spaces - Areas for live performances, photobooths, and caricature drawings

4. Food Stations - Multiple themed food service areas

5. Eating Areas - Formal and informal dining spaces

6. Display Areas - Showcases for the featured cities and iconic structures

SECTION A: Decorative Elements Flags and Patriotic Décor:

(All items to be provided by U.S. Embassy Nassau for placement throughout the venue by the decorator)

· American flags: 40 large (3'x5'), 30 small (12"x18") on stands

· Bahamian flags: 15 large (3'x5') for diplomatic protocol

· Bunting: 300 linear feet in red, white, and blue

Lighting:

· String lights: 1,500 feet for perimeter, pathways, and lounge areas

· Uplighting: 30 units for trees, architectural features, and iconic structure displays

· Pathway luminarias: 150 units

· Accent lighting for city showcase displays: 15 spotlights Centerpieces and Table Décor:

· Table centerpieces: 50 arrangements incorporating American Icons theme and city elements

· Table runners or overlays: 50 in patriotic colors with metallic accents

· Votive candles or LED candles: 150 units Additional Specialty Décor:

· Themed props and/or models related to American Icons and featured cities

· Centerpieces for VIP area and main entrance incorporating city themes

· Decorative elements for each food station reflecting different cities

Climate Control:

· Misting stations: 6 units around perimeter and lounge areas

· Portable fans: 12 additional units for circulation in eating and entertainment areas

· Cooling solutions for outdoor conditions suitable for 1,200 guests

SECTION C: Furniture Rental Check-in – 3 Counters

· Stanchions: 6 units (2 per counter)

· Chairs 6 (2 per counter) Lounge Area Furniture:

(Quantities to be determined by space available for each longe area)

· Elegant sofas in white, navy, or red

· Lounge chairs/armchairs coordinating with sofas

· Coffee tables (various sizes)

· Side tables

· Ottomans or poufs

· All lounge furniture should reflect American Icons aesthetic Seating for Opening Ceremony:

· Chiavari chairs or elegant folding chairs: 100 for seated area in front of the stage

· 8 Chairs for platform guests

· 10 - 15 High Boy Tables

· Bar stools: 20 - 30 for High Boy tables (30" height) Seating for Eating Areas:

(Quantities to be determined by space available for each city themed eating area)

· Bench seating (6' length)

· High Boy Tables

· Bar Stools Tables:

(Quantities to be determined by space available for each city themed eating area)

· Cocktail tables (42" high)

· Dining tables (60" round)

· Rectangular tables (6')

· Display tables for city showcases(various sizes) with elegant coverings Linens:

· Tablecloths for all tables in red, white, blue, or white with optional metallic accents

· Cocktail table covers in Patriotic Chic styling

· Buffet and food station table linens

· Display table linens

· Red carpet: 30 feet for entrance

· Stanchions with velvet ropes: 12 sets (red, white, or blue ropes)

· Receiving line backdrop: 12'x8' with Embassy seal, American flag, and Freedom 250 logo

SECTION D: Guest Experience Elements VIP/Diplomatic Lounge Area (Multi-Purpose Room):

(Quantities to be determined by space available)

· Elegant furniture grouping: sofas, armchairs, coffee tables, side tables

· VIP lounge décor incorporating American Icons theme

· Accent lighting for VIP area

· Decorative screens or dividers: 4 units for space definition

· Draping for wall on the left side of the room Display Areas for Iconic City Monuments/Structures:

· Display pedestals or platforms:12 units (various heights) for city showcases

· Protective barriers or elegant roping: As needed for display protection

· Informational signage for each city display (coordinate with signage section)

· Lighting for each display area Signage and Wayfinding:

· Plastic counter signs for ticket counter (Freedom 250 raised lettering)

· Directional signs: 15 signs (24"x36") for parking, restrooms, facilities, and space identification

· Space identification signs: 8 elegant signs for:

· VIP Lounge

· Entertainment Area

· Food Stations (multiple)

· Photo Booth

· Eating Areas

· Display Areas

· City showcase identification: 9 elegant plaques or signs (18"x24") identifying each featured city

· Sponsor recognition banner: 10'x5' (coordinate with Fundraising Committee)

· Restroom directional signage: 4 signs

· All signage to reflect Patriotic Chic aesthetic

SECTION E: Infrastructure Power and Utilities:

· Generator backup: Sufficient capacity for all electrical needs (lighting, climate control)

· Power distribution: Cables and connections for all areas with proper outdoor safety measures

· Emergency lighting: Battery backup systems

· Coordinate with Embassy facilities team for power access points Setup and Breakdown Schedule:

· Setup: June 24, 2026 (8:00 AM) - June 26, 2026 (4:00 PM)

· Event: June 26, 2026 (7:00 PM - 11:00 PM)

· Breakdown: June 27, 2026 (7:00 AM - 2:00 PM)

· Site restoration and waste removal included

· All work must be coordinated with Embassy security and operations

Vendor Requirements:

· Provide detailed floor plan showing all spaces (lounges, entertainment, food stations, photo booth, eating areas, displays)

· Coordinate all deliveries and setup with Embassy POC, Bianca Strachan,(minimum 48-hour advance notice required)

· Provide certificate of insurance (minimum $2M liability)

· All equipment must be clean, in excellent working condition, and appropriate for outdoor Embassy venue

· Provide on-site supervisor during entire setup period and throughout event

· 24-hour emergency contact for event day

· All city showcase elements must respect trademark and licensing requirements

· Provide samples or renderings of all major decorative elements

· Demonstrate experience with outdoor events for 1,000+ guests

Deliverables and Deadlines:

· Design renderings or mood boards showing American Icons theme and city showcases:

· Pricing: Due June 15, 2026

· Detailed floor plan with all designated spaces: Due June 15, 2026

· Sample centerpieces and décor elements for committee review: Available by June 18, 2026

· Final layout and design approval: By Wednesday, June 10th, 2026

· City showcase mockups or photos of proposed installations: Due Friday, June 19th, 2026

· Attend general walk-through on Thursday, June 25, 2026

· Setup completion and committee walkthrough: Friday, June 26, 2026, by 2:00 PM

· Final walkthrough with Co-Chairs: Friday, June 26, 2026, 5:00 PM

Evaluation Criteria for RFP:

· Alignment with American Icons theme and creative execution of city showcases (35%)

· Budget and value (25%)

· Quality and condition of rental items (20%)

· Experience with diplomatic events and outdoor venues for 1,000+ guests (15%)

· Setup/breakdown timeline and logistics plan (5%)

· All installations must comply with Embassy security requirements

· Vendor must provide weather contingency plan for outdoor setup

· Coordination meeting with Entertainment and Food Committees

· Vendor must provide sustainability plan for materials and waste management Pricing Proposals should indicate all items being included in each section.

Pricing should be submitted in the format below. VAT, if applicable, must be a separate line item

Section A - Decorative Elements

A.1 Flags/Décor – Labor Only

A.2 Lighting

A.3 Table Décor

A.4 Specialty Decor

Section B – Tenting/Climate Control

B.1 Climate Control

Section C – Furniture Rental

C.1 Check In Area

C.2 Lounge Areas

C.3 Eating Areas

C.4 Tables

C.5 Linens

Section D – Guest Experiences

D.1 VIP Lounge Area

D.2 Display Area

D.3 Signage

Section E - Infrastructure

E.1 Power / Utilities

Section F – Set Up/Strike Fee

Section G – Breakdown

Subtotal

VAT, if applicable

GRAND TOTAL

Per US Government regulations, mobilization and stage payments are not authorized for this solicitation. Payment will be made by EFT within 30 days of completion of services and an approved invoice.

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