Procurement of Reception Package for the U. S. Embassy’s Celebration of Independence Day in Hanoi, Vietnam

The U.S. Department of State is requesting quotations for a comprehensive reception package to support the American Independence Day celebration at the U.S. Embassy in Hanoi, Vietnam, scheduled for July 8, 2026. The procurement encompasses venue rental, equipment, facilities, security, and catering services, including a main ballroom accommodating up to 1,000 guests, multiple support rooms, LED screens and projectors, sound systems, stage facilities, decorations, and food and beverage services. Quoters must be registered in the System for Award Management (SAM) prior to proposal submission and must submit complete responses including Standard Form 18, technical proposals addressing all requirements, NDAA certifications regarding covered telecommunications equipment, and pricing for three scalable guest quantity options (800, 900, and 1,000 attendees). The government will award to the responsible company submitting the lowest-priced, technically acceptable quotation, with discussions possible among companies in the competitive range. Quotations must be submitted electronically to Ms. Trang Bui at BuiTH@state.gov by March 6, 2026, at 5:00 PM local time, and all quotes must remain valid for a minimum of 180 calendar days.

This procurement carries no small business set-aside designation. The contract will be awarded for the specific reception event on July 8, 2026, marking the 250th anniversary of the Declaration of Independence, with services expected to accommodate between 800 and 1,000 guests in a single-day event. While specific award values are not disclosed in the solicitation documents, quotations must be submitted in Vietnam Dong with applicable VAT as firm fixed prices for each guest quantity option, and the contractor must accept payment within 30 days via Electronic Fund Transfer. The place of performance is the American Embassy Hanoi located at 7 Lang Ha, Hanoi, Vietnam, with the event expected to proceed as scheduled unless unforeseen circumstances necessitate rescheduling or cancellation without additional fees to the Embassy. The solicitation emphasizes that all labor, materials, deliverables, overhead, profit, and anticipated charges must be included in the quoted price.