Catering Service

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) from the U.S. Tri-Mission in Rome, Italy, for catering services for the U.S. Ambassador's Independence Day celebration on June 26th, 2026, at Villa Richardson. The Embassy plans to award a Purchase Order.

• Catering services for the Independence Day celebration.

• The RFQ consists of Standard Form SF-18, basic information, statement of work, specifications, technical qualifications, late quotation rules, evaluation method, and FAR/DOSAR Clauses.

• The contract type is anticipated to be a Purchase Order.

• Submit completed SF-18 to RomeGSO-Offers@state.gov.

• Deadline for submission: May 14th, 2026, at 12:00 noon local time.

• Oral quotations will not be accepted.

• Offerors must be registered in the SAM (System for Award Management) database prior to offer submission. Failure to be registered may result in the offer being considered non-responsible.

• Offerors are cautioned against collusion.

• The RFQ does not commit the Embassy to make an award and may be canceled.

• Enclosure: As Stated.

Form / Attachment / Pricing Sheet

This document is an image file, likely a logo or graphic element, attached to the SAM.gov opportunity record. It does not contain specific contractual requirements, submission instructions, or performance details.

The image displays a stylized American flag with 13 stars arranged in a circle on a blue canton, with the number '250' in the center of the stars. The rest of the flag consists of red and white stripes.

This attachment is likely for branding or informational purposes related to the opportunity or the issuing agency. It does not directly impact proposal preparation or evaluation criteria.

Form / Attachment / Pricing Sheet

This document provides visual examples of furniture intended for use in a "4th July Event." It serves as a style guide or sample reference for potential bidders to understand the type of equipment that may be required.

• Buffet Tables: 200 cm tables with umbrellas.
• Wicker Chairs: Chairs with white cushions.
• High Standings Tables: (Type not specified beyond "High Standings").
• Round Table: 1.20 cm diameter.

This attachment helps bidders visualize the style and type of furniture that may be part of the event requirements. It can inform decisions about inventory, sourcing, and pricing for proposals related to event services or equipment rental.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for catering services for the U.S. Tri-Mission in Rome, Italy, for the Independence Day celebration on June 26th, 2026, at Villa Richardson. The U.S. Embassy will not reimburse for Value Added Tax (VAT).

• Provision of catering services for a specific event.

• Offerors must be qualified catering companies with an established business.

• Must provide evidence of necessary personnel, equipment, and financial resources.

• Chefs and staff qualifications must be assessed via CVs.

• Details on required equipment, supplies, and materials are needed.

• Must possess a valid Certificate of Insurance for civil liability.

• Must provide evidence of required local licenses and permits (e.g., HACCP, Italian Company Registration Report).

• Offerors must include pictures and informational materials of proposed furniture and equipment.

• Payment will be made in local currency (Euro).

• Site Visit: Highly recommended, scheduled for April 16th, 2026, at 11:00 a.m. RSVP by April 15th, 2026, at 11:00 a.m. to romegsoprocurement@state.gov.

• Quotation Submission: Electronically only to RomeGSO-Offers@state.gov by 12:00 noon local time on May 14th, 2026. Subject line: "191T7026Q0016 – Catering Services + Company Name". Offer size limit is 25MB; use MS Office, PDF, or zip formats. Do not use cloud storage.

• Evaluation: Award will be made to the lowest priced offer that is technically acceptable. Evaluation criteria include compliance with RFQ terms, technical information, and contractor responsibility (financial resources, performance record, integrity, organization, experience, skills, equipment, facilities).

• Required Documents: Completed SF-18, completed Attachment 1 (Pricing and Performance Work Statement), liaison name, proof of qualification, client list (past 5 years with references), personnel CVs, equipment list, Bank of Italy Central Credit Register report, Certificate of Insurance, local licenses/permits, and company registration report.

• SAM.gov Registration: Full registration required prior to offer submission.

• No specific set-aside mentioned, but standard FAR and DOSAR clauses apply.

• See Attachment 1 for pricing and performance work statement details.

• The Government reserves the right to request additional information and conduct site surveys.

• All clauses listed in the FAR and DOSAR sections are applicable.

Form / Attachment / Pricing Sheet

This document outlines the pricing and performance work statement for catering services for a reception-style event. It details the required menu items, services, and equipment, and serves as a basis for vendor pricing.

Menu: Specifies food items to be prepared and served, including portion sizes and whether ingredients are provided by the Embassy. Bidders must price each item. Services: Requires a logistics plan (delivery, storage), setup/dismantling of food and beverage areas, food preparation and service (including staffing), waste management, and cleaning. Specific staffing numbers (chefs, waiters, bartenders) are indicated. Equipment: Lists furniture and equipment the caterer must provide, such as chairs, tables, linens, chafing dishes, and paper cones. The Embassy will provide cutlery, dishes, napkins, and grills. Pricing: Bidders must provide total prices for menu items, services, and equipment, leading to a grand total. Timeline: Key dates for delivery, installation, and removal are specified (e.g., deliveries by 16:00 on June 25, 2026; installation by 10:00 on June 26, 2026; removal by 14:00 on June 27, 2026). Additional Requirements: Includes personnel security checks, standards of conduct, health requirements, and insurance/liability.

This document is crucial for potential caterers to understand the full scope of work, including menu, service expectations, equipment provision, staffing levels, and logistical requirements for an event hosting approximately 800 guests on June 26th, 2026. It provides the framework for developing a comprehensive proposal and pricing structure.

Form / Attachment / Pricing Sheet

This document is a site map illustrating the layout of various stations and seating arrangements. It is intended to provide a visual representation of the event space.

• Stage: Designated area for performances or presentations.
• Food Stations: Labeled areas for "Fries," "Pop Corn," "Ice Cream," "Bar," and "Buffet."
• Seating: Depicts both "Table with Chairs" and "High table" arrangements.
• Fountain: A central feature indicated on the map.
• Flow Indicators: Arrows suggest movement or traffic flow within the space.

This site map is relevant for bidders who may be responsible for event setup, logistics, catering, or venue management. It helps in understanding the spatial requirements, potential crowd flow, and placement of key facilities within the event area.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for "Catering Services for the U.S. Tri-Mission in Rome, Italy." It is issued by the American Embassy Rome, Italy.

• The primary service required is catering.

• Specific details regarding the catering services are to be found in a "Schedule" which is referenced but not fully detailed on this form.

• The RFQ number is 191T7026Q0016.

• The delivery is FOB Destination.

• The destination is the American Embassy Rome, Via Vittorio Veneto, 119/A, Rome, Italy, 00187.

• Quotations must be furnished to the issuing office (Block 5a) on or before the close of business on 05/14/2026.

• The form includes fields for prompt payment discounts.

• It is noted that this is not a small business set-aside.

• This RFQ is marked as "IS NOT A SMALL BUSINESS SET-ASIDE."

• The "Important" section states that this is a request for information and quotations furnished are not offers. It also clarifies that the Government is not committed to paying costs incurred in preparing the quotation.

• Any representations and/or certifications attached to the RFQ must be completed by the quoter.

• The form is Standard Form 18 (Rev. 6/1995).