2026 Independence Day Food and Beverages Service

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the solicitation for the 2026 Independence Day Celebration.

• SAM.gov Registration: Not required for proposal submission.
• Beverage Responsibility: Vendor is responsible for beer and non-alcoholic beverages, including managing donated items. Cocktails are donated.
• Table Dimensions: At contractor's discretion; government provides cocktail tables and covers.
• Kitchen Access: Full kitchen at the Sheraton is available for preparation and staging starting 9 AM on July 1st, 2026. Vendor must provide preparation materials.
• Setup Time: 9 AM on July 1st to event start on July 2nd.
• Event Timing: July 2, 2026, 6 PM to 10 PM.
• Pre-event Setup Access: 9 AM on July 1st, 2026.
• Post-event Breakdown: Must occur immediately after the event concludes.
• Attendance for Pricing: 500 persons is a firm quantity.
• Donated Alcohol: Refer to spreadsheet for estimates; Embassy provides wine and hard liquor, and pays corkage fees.
• Set-Aside: The solicitation is not set aside, clarifying previous notices.
• Email Submissions: Follow cover page for subject line format; all proposals must be received before the deadline.
• Subcontracting: Arrangements with qualified Guyanese catering and staffing subcontractors are acceptable.
• Pre-Proposal Conference Summary: A summary will be provided for those unable to attend.

Clarifies requirements regarding SAM.gov registration, beverage responsibilities, venue access, event timing, and submission procedures. Confirms the solicitation is not set-aside and that subcontracting arrangements are acceptable.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) solicits offers for food and beverage catering services to support the U.S. Embassy Georgetown's 2026 Independence Day celebration. The event is scheduled for July 2nd, 2026, with an estimated attendance of 500 persons. The U.S. Government intends to award a contract to the responsible company offering the lowest price.

• Food Service: Cocktail-style catering for 500 persons, including six bites per person (five savory, one sweet). Food items should be suitable for standing service. Self-service food stations with small cocktail plates are required. Preparation, presentation, tray circulation, and service staff are included.

• Beverage Service: Provision of non-alcoholic and alcoholic beverages, including bar stations for Embassy-donated beer, wine, soft drinks, and water.

• Corkage Fees: A firm, fixed-price corkage fee for handling, service, and consumption of Embassy-provided beverages (beer, wine, champagne, soft drinks, water) must be specified. This fee includes glassware and service materials.

• Event Staffing: Sufficient trained staff for setup, service, and breakdown, including serving staff, bartenders, cooks, supervisory personnel, and support staff. An event planner or designated point of contact for onsite coordination is required.

• Menu Proposal and Tasting: Offerors must include a proposed menu with their quotation, detailing food items, portion sizes, and presentation style. A menu tasting will be conducted after selection.

• Deliverables: Pre-event deliverables include a detailed event proposal, menu selections, service approach, staffing plan, and a preliminary event timeline. Event execution involves full service on the designated date. Post-event deliverables include breakdown, cleanup, and removal of contractor-provided materials.

• The contract type is not explicitly stated but will be awarded to the responsible company submitting the lowest price offer.

• Period of Performance: Commences upon contract award and concludes upon completion of post-event cleanup.

• Pre-Proposal Conference: April 15, 2026, at 2:00 PM local time at the U.S. Embassy Georgetown. Vendors must submit names and identification numbers for up to two representatives by April 13, 2026, to request visitor access.

• Questions Deadline: April 17, 2026.

• Offer Submission Deadline: April 27, 2026, no later than 2:00 PM local time. Offers must be submitted electronically to GeorgetownGSOProcurementDL@state.gov with the subject line: “Offer Enclosed – 19GY2026R0001.”

• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror. Past performance information will be used to assess capability and credibility.

• The acquisition is unrestricted.

• Prices shall be expressed in Guyanese dollars.

• The U.S. Government reserves the right to modify the scope of services or event date.

• All costs associated with the menu tasting event must be included in the contractor's proposal.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for food and beverage catering services for the 2026 Independence Day Celebration at the U.S. Embassy Georgetown, Guyana. The event is scheduled for July 2, 2026, and will host approximately 500 guests.

• Cocktail-style food service for approximately 500 guests, including six (6) bite-sized pieces per person (five savory, one sweet), suitable for standing service.

• All required beverage service, including bar stations for Embassy-provided beer, wine, soft drinks, and water.

• Provision of all personnel, supervision, equipment, materials, glassware, utensils, and supplies for setup, service, and breakdown.

• Coverage of all corkage fees for Embassy-provided beverages.

• Inclusion of costs for a menu tasting event.

• All services must comply with local health regulations and U.S. Embassy standards.

• The anticipated performance period is a single event on July 2, 2026.

• The contract type will be firm fixed price.

• The solicitation is not yet issued but will be launched on SAM.gov.

• The Government may award the contract based on the initial offer without discussion.

• A pre-quotation conference is planned; details will be provided in the solicitation.

• Electronic responses are allowed. Offers submitted via email must not exceed 25 KB.

• Set Aside: N/A

• All responsible sources may submit a quotation.

• Place of Contract Performance: U.S. Embassy Georgetown, Four Points by Sheraton Georgetown, 502 Caneview Ave, Georgetown, Guyana.

• Vendors can add/remove themselves from the interested vendors list.