Independence Day event – Catering services
Closed Pre-Solicitation Posted
- Solicitation number
- PR15311960
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 72231 Food Service Contractors
- Place of performance
- Zagreb Zagreb, Grad 10000 Croatia
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of State is seeking catering services for an Independence Day event at the U.S. Embassy in Zagreb, Croatia, scheduled for July 2, 2025. The contract requires a full-service catering provider to prepare and serve a buffet-style dinner for 500 guests, featuring appetizers representing different U.S. regions and desserts including apple pie, cheesecake, brownies, and chocolate chip cookies. Key requirements include preparing food offsite, providing all necessary equipment (refrigerators, ovens, grills, chafing dishes), and using environmentally friendly disposable dinnerware. The caterer must submit a detailed staff list 21 days prior to the event for security clearance and ensure staff are uniformed in black pants and white shirts. The evaluation criteria will likely focus on the lowest-priced, acceptable, and responsible quotation, with responses due by May 20, 2025.
The pre-solicitation notice indicates no specific set-aside designations for this contract. The event is planned to run from 1800-2000 hours, with setup beginning at 0800 and cleanup completed by 2300, and the potential for additional waiter hours may be considered. While a specific budget range is not explicitly stated, the contract will be paid net 30 days after service delivery, with the U.S. Embassy issuing a purchase order. The caterer will be responsible for providing two staffed bars, all dinnerware, and necessary food preparation equipment, with the embassy providing alcoholic and non-alcoholic beverages. The contract will include provisions for two parking spaces for catering vehicles, and all electronic and gas equipment must be pre-approved and pass security screening. The contract falls under the NAICS category 72231 for Food Service Contractors and PSC category 7360 for Food Preparation and Serving.
Notice text
Food preparation services for 500 guests at U.S. Embassy, Zagreb.
Flying service, buffet style dinner, desserts included.
Only food will be served – drinks will be provided by the Embassy.
All food will be served on buffet tables. Besides a buffet flying service is needed (food/drinks).
Food cards are needed for all dishes. Catering will serve all drinks. Ice will be provided by caterer.
Catering should ensure enough number of waiters to accommodate the needs.All drinkware and other dishes should be provided by Catering.
Appetizers / small portions (one bite) that represent foods from different parts of the United States.
Catering should prepare a menu with different bite size options. Dessert will be small portions, with options of apple pie, cheesecake, brownies, and chocolate chip cookies.
Glasses and service will be provided by the caterer.
Ice provided by the caterer. All drinks (beer, nonalcoholic drinks, wine and other) will be provided by the Embassy.
No Kitchen area at the venue, food preparation area will be discussed on site visit meeting and will be arranged with EMB.
Event will primarily be held on the lawn.
Food should be prepared offsite - Caterer should provide refrigerators, ice-machines, ovens/grills, chaffing dishes/food warmers/heating elements (chafing dishes and fuel cans) and other necessary equipment needed for food preparation and service.
Heating elements will be required to keep food warmed.
Dinnerware: If using disposable, consider bamboo plates and utensils or another environmentally friendly material. Please no single-use plastics. All electronic/gas equipment should be submitted in advance of event. Everything will pass through security screening.
Besides the kitchen area caterer will provide; Two staffed bars to serve beverages. Uniform to be black pants and shoes with white t-shirt or white collared shirt (short sleeve).
Besides the kitchen area caterer will provide;
Two staffed bars to serve beverages.
Uniform to be black pants and shoes with white t-shirt or white collared shirt (short sleeve).
ADDITIONAL INFO
Event is planned to start at 1800 - 2000.
Officially it will last for 2 h. Extra hours for half of the waiters is option to be counted on – please provide price per hour.
Cleaning and packing is proposed to be done after event finishes– latest by 23.00.
Venue will be open from 08.00 on the day of the event for all deliveries and setup required.
Security Clearance
All personnel will be cleared before the event.
Please make sure you’ll be able to deliver us staff list 21 days ahead of the event latest. Staff list should include personnel name, ID or OIB for all personnel who will be entering compound. Ideally have back up personnel available for list in case a staff member calls in sick so clearance is already done.
Equipment& electricity requirements
Caterer should provide all dinnerware, table cloths, ovens, grills and other necessary equipment needed for food preparation and service. All electronic/gas equipment entering the site should be reported prior to event.
Sample;
konvektomat: 17,3KW/26A
4 gas grill, gas bottles
1 deep fry 2,3KW
12 cocktail tables
2 fold table
Payment
The embassy processes and pays net 30 days upon receiving goods. The embassy will issue a Purchase order (once terms agreed) as a proof for payment.
Vehicles
EMB will ensure 2 parking places for catering.
All vehicles which will be using this parking should be reported (plates number, type, color) on request.
Files
| File | Type | Posted |
|---|---|---|
| Price calculation.xlsx | XLSX spreadsheet | |
| Solicitation document_Catering Services_final.doc | DOC document |
Similar open opportunities
| Opportunity | Agency | Set-aside | Responses due |
|---|---|---|---|
| REACH250 Catering Services | Interior Business Center | No set-aside |
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