RFQ_Independence_Day_Reception_2026.pdf

REQUEST FOR QUOTATION

Solicitation No.: PR15898991 Issuing Office: U.S. Embassy Montevideo Subject: Venue and Catering Services – Independence Day Reception 2026 Date of Issuance: Thursday March 12th, 2026.

Quotation Due Date: Friday March 27th, 2026 at 11.30am Questions must be submitted no later than Tuesday March 24, 2026 at 4.30 pm by email to: MontevideoProcurement@state.gov

SECTION 1 – DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

The U.S. Embassy Montevideo requests quotations for venue and catering services for the official Independence Day Reception (standing cocktail reception) to be held on July 25, 2026, starting 6:30 PM (maximum 4 hours event) for approximately 800 guests.

Alcoholic beverages will be provided directly by the Embassy and are not part of this solicitation.

1.1 Venue Requirements

• Event space suitable for 800 guests (cocktail format)

• Illuminated parking with attendants

• The venue must provide internal event security personnel as required for event operations. Coordination with Embassy security officials may be required prior to the event

• Coat check service and staff

• Cleaning and maintenance staff during the event

• Furniture: cocktail tables, lounge seating, support tables

Although the event format is a standing cocktail reception, we would like to have the option of incorporating a limited number of seating tables. Offerors are encouraged to propose suitable seating arrangements based on their experience to enhance guest comfort while maintaining the cocktail-style format. Coordination with Embassy may be required prior to the event

• Table linens must be provided for all cocktail and seating tables in coordination with the Embassy & Event Production Company prior to the event.

• Generator set with automatic start

• Access for external audio-equipment and production company hired by the Embassy

(no exclusivity restrictions) mailto:MontevideoProcurement@state.gov

• The venue must provide a climate-controlled indoor or covered event space suitable for winter conditions

• The venue must provide sufficient electrical capacity and outlets to support audio/visual equipment, lighting, and production equipment. Offerors shall indicate available power sources and Wi-Fi availability

1.2 Catering Requirements

Mandatory Catering Requirements:

• Minimum of 15 different savory items (half cold and half hot)

• Savory items should primarily be tray-passed by service staff. Offerors may propose additional food stations if they consider them appropriate to provide efficient service for approximately 800 guests.

• Continuous service for the full event duration (pauses may be needed during official ceremony)

• The contractor shall ensure sufficient quantities of food and soft drinks to serve all confirmed guests throughout the duration of the event

• Soft drinks, water service, ice, glassware, and bar staff included

• Vegetarian and gluten-free options shall be provided

• No additional corkage fees unless clearly disclosed

• All necessary service wares, including plates, napkins, and utensils must be included

Optional Items (to be priced separately)

• Optional symbolic patriotic cake

• Dessert station and coffee (priced separately). If selected, the dessert station must provide enough to serve all confirmed guests

• If the optional cake is selected, the contractor shall provide appropriate serving utensils and plates

1.3 Minimum Staffing Requirements

• 2 Event Captains / Maîtres

• 10 Kitchen staff

• 6 Bar assistants

• 40 Waitstaff

• All personnel must comply with local labor laws, social security, and insurance requirements

• 2 Coat check attendants

• 2 Parking attendants

Staffing levels indicated represent minimum required staffing for approximately 800 guests.

Service staff must be professionally dressed in formal or uniform attire appropriate for a diplomatic reception.

1.4 Access Timeline Requirements

• Venue access for decoration setup at least 24 hours prior to the event

• Clear indication of permitted setup start time

• At least 24 hours post event for breakdown.

• Disclosure of any overtime charges (hourly rate must be fixed and stated in proposal).

Overtime charges will apply only if the event exceeds the agreed service duration

SECTION 2 – PRICING

• Venue rental (separate line item)

• Catering price per person (without dessert station and coffee)

• Catering price per person (with dessert station and coffee)

• Optional symbolic cake (separate line item)

• Any additional fees clearly identified

• VAT must be separately stated

• Prices must remain valid for at least 60 days

• Prices are firm-fixed and shall not be subject to indexation, escalation, or adjustment afterward

The quotation shall represent the Contractor’s total price for the services described in this RFQ. All costs, fees, taxes, service charges, licensing fees (including but not limited to copyright or music licensing fees such as AGADU), labor costs, and any other associated expenses must be included in the quotation.

Any additional charges not clearly identified in the quotation shall not be accepted after issuance of the Purchase Order.

SECTION 3 – PAYMENT TERMS

The solicitation is only open to Uruguayan companies; qualified, reliable, responsible and responsive with sufficient resources and work experience to provide the service.

Payments are made through bank transfers, that are executed within a maximum of thirty

(30) calendar days after the service has been duly rendered and the corresponding electronic invoice submitted to finance team. (MontevideoPagos@state.gov)

For payments in Uruguayan pesos, transfers shall be processed locally and, in general, no additional bank charges apply. However, for payments in U.S. dollars, transfers are processed from the United States, and the beneficiary’s local bank may apply fees for mailto:MontevideoPagos@state.gov receiving international transfers. Such fees shall be the sole responsibility of the beneficiary and will not be covered by the Embassy.

Nevertheless, the purchase order, the invoice, and the subsequent payment must all be issued and processed in the same currency.

The vendor may select the preferred currency. Advance payments are not authorized.

SECTION 4 – CANCELLATION POLICY (MANDATORY DISCLOSURE)

Offerors must clearly state cancellation terms, deadline for final guest count confirmation, and any penalties for cancellation or rescheduling.

SECTION 5 – EVALUATION CRITERIA

Award will be made for the Lowest Priced Technically Acceptable (LPTA) quotation.

Technical acceptability will be determined based on compliance with the requirements of this RFQ, including but not limited to:

• Venue suitability and capacity for a diplomatic reception

• Adequacy of proposed menu and service approach

• Compliance with minimum staffing levels

• Demonstrated experience with events of similar size and complexity

• Completeness and clarity of the quotation

• The Government reserves the right to request a food tasting or sample presentation from one or more pre-selected offerors as part of the technical evaluation process.

Such tasting requests, if conducted, will be limited to offerors under consideration for award and will be used solely to support the determination of technical acceptability

• Adequacy of the event venue to appropriately safeguard guests, including consideration of security access, perimeter control, and other relevant security factors.

The Government reserves the right to determine technical acceptability based on the overall suitability of the quotation to meet the requirements of this event.

Venue proposals may be reviewed by Embassy security personnel to ensure the selected venue does not present unacceptable security risks for the event.

SECTION 6 – SUBMISSION REQUIREMENTS

Offerors shall submit a complete quotation package including the following documentation:

1. Company legal registration documentation

2. Valid DGI and BPS compliance certificates

3. Proof of current liability insurance coverage

4. At least three references for events of similar sizes

5. Sample menu and staffing plan

6. Confirmation of agreement with Government’s payment terms (NET 30 after receipt of a proper invoice and acceptance of services)

7. NDAA-889 compliance form

8. Partial quotations (venue-only or catering-only) will not be accepted

9. A proposed venue layout showing placement of tables, service stations, and available power sources

System for Award Management (SAM) Registration Pursuant to FAR 4.203, System for Award Management, prospective contractors must be registered in the System for Award Management (SAM) at the time of award and must maintain active registration throughout the period of performance for contract actions at or above $40,000 awarded to foreign vendors.

Offerors shall:

• Be registered in SAM (https://sam.gov);

• Possess an active Unique Entity ID (UEI);

• Maintain active SAM registration during the entire performance period.

Offerors not currently registered in SAM may submit a quotation; however, active SAM registration and issuance of a UEI will be required prior to contract award.

Failure to obtain and maintain active SAM registration may render the offeror ineligible for award.

SECTION 7 – TERMS AND CONDITIONS

7.1 Contract Administration and Compliance

• The contract will be issued under commercial item procedures

• The contractor is responsible for compliance with all applicable local laws, labor regulations, food safety requirements, and safety regulations https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-4#FAR_4_203 https://sam.gov/

• The contractor shall maintain adequate liability insurance coverage throughout the period of performance

• Force majeure conditions must be disclosed in the quotation

• The contractor shall designate one on-site point of contact with authority to make immediate operational decisions during the event

• We may request additional menu tastings after contract award to finalize menu selections

7.2 Operational Requirements

• The Government reserves the right to inspect services during performance and request corrective action to ensure compliance with contract requirements

• Final guest count will be confirmed no later than five (5) calendar days prior to the event. Variations of up to +/- 5% may be accommodated without price renegotiation.

Any increase beyond this threshold must be mutually agreed in writing

• No additional fees may be charged for access or operation of Government-provided beverages or Embassy-contracted third-party vendors unless disclosed in the quotation

• American companies may participate with stands (no exclusivity restrictions)

• Acceptance of Services: Services will be considered accepted only upon satisfactory completion of the event as determined by the Government’s designated representative. If services do not meet the requirements of this RFQ or the awarded quotation, the Government reserves the right to require corrective action and/or adjust payment accordingly, consistent with services provided

7.3 Pricing and Contractual Protections

• The Purchase Order issued as a result of this RFQ will be firm-fixed-price

• No additional costs will be authorized unless approved in writing by the Contracting

Officer prior to performance

• The Government will only pay for items expressly included in the Purchase Order