CATERING SERVICES IN ROME, ITALY

Amendment / Modification

• This amendment removes a previously required item from the solicitation.

• Specifically, the requirement for offerors to submit a "Filled out Form certification as per E.O.14730 (ATTACHMENT 4)" has been removed.

• Section D, "Instructions to Offerors"

• Attachment 4 (as it is no longer needed)

• The deadline for receipt of offers is not extended by this amendment.

• Offerors are reminded to acknowledge receipt of this amendment.

Amendment / Modification

• This amendment modifies the solicitation by adding a cancellation policy.

• The new policy states that no cancellation fee will apply until one week before the event scheduled for July 02, 2026.

• The amendment inserts a new cancellation policy into the solicitation text.

• The amendment does not appear to change the proposal deadline or evaluation criteria. It focuses on the terms of cancellation for the event.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding an unspecified opportunity, clarifying various aspects of the potential contract.

• Cancellation Policy: No cancellation fee will be applied until one week before the event.
• Equipment: Propane gas-powered equipment is permitted in the support kitchen area near the bathrooms.
• Power Availability: The available power in the area is 15KWAT three-phase, 380V.
• Furnishings: While specific models are desired for chairs and tables, alternatives may be considered if presented with photographic documentation.
• Kitchen Access: The kitchen will be available for preparation on the morning of the event.
• Food Delivery: Food will be delivered approximately one week before the event to the Rome-based location.
• Two-Way Radios: Use of two-way radios for communication is subject to prior approval by the Security office and may experience interference from security systems.

These clarifications may affect vendor planning regarding equipment, power, furnishings, delivery logistics, and communication methods. Bidders should review these answers to ensure their proposals align with the clarified requirements.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) seeks catering services for the U.S. Tri-Mission in Rome, Italy, for an Independence Day celebration on July 2nd, 2026, at Villa Taverna, the U.S. Ambassador’s Residence.

• Provision of catering services for a specific event.

• Offerors must provide detailed pricing and performance work statements.

• Specific requirements include personnel qualifications (chefs, waiters), equipment, and necessary licenses (e.g., HACCP).

• Offerors must demonstrate prior experience with relevant past performance information and references.

• The U.S. Embassy reserves the right to conduct a site survey and evaluate proposed food quality.

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

• VAT will not be reimbursed by the Government.

• Site Visit: Highly recommended, scheduled for February 17th, 2026. Interested parties must email romegsoprocurement@state.gov by February 12th, 2026, to attend.

• Quotations Due: March 3rd, 2026, by 12:00 noon local time. Submit electronically to RomeGSO-Offers@state.gov with the subject line "191T7026Q0009 – Catering Services + Company Name".

• Offer Size Limit: Maximum 25MB; use separate emails if necessary. Do NOT use cloud storage or Dropbox.

• Evaluation Criteria: Award will be made to the lowest priced offer that is technically acceptable. Offers will be evaluated on price and compliance with RFQ terms, including technical information and contractor responsibility (financial resources, performance capability, integrity, etc.).

• Offerors must be registered in the SAM (System for Award Management) database prior to submission.

• Offerors must provide evidence of being a qualified catering company with an established business, necessary personnel, equipment, and financial resources.

• Evidence of civil liability insurance and required local licenses/permits (e.g., Italian Company Registration Report) is mandatory.

• Key attachments include: Pricing and Performance Work Statement, Map of the Site, and Pictures of Equipment.

• Various FAR and DOSAR clauses are incorporated by reference, including those related to cybersecurity, telecommunications, and contractor personnel.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is from the American Embassy in Rome, Italy, for catering services for the Independence Day celebration on July 2nd, 2026, to be held at Villa Taverna, the U.S. Ambassador's Residence in Rome.

The RFQ includes sections on:

• Standard Form SF-18
• Basic information, statement of work, or specifications and technical qualifications
• Late quotation rules and evaluation method
• FAR/DOSAR Clauses

The Embassy plans to award a Purchase Order.

Quotations must be submitted by March 3rd, 2026, at 12:00 noon local time, to the email address RomeGSO-Offers@state.gov. Oral quotations will not be accepted. The RFQ does not commit the Embassy to make an award and may be canceled in whole or in part.

Offerors must be registered in the System for Award Management (SAM) database (https://www.sam.gov) prior to offer submission. Failure to be registered may result in the offer being considered non-responsible.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for Catering Services for the U.S. Embassy in Rome, Italy. It is not an order and does not commit the Government to any contract.

• The primary service required is "Catering Services for the U.S. Embassy in Rome, Italy."

• Further details regarding the schedule and specific requirements are referenced as "See Schedule."

• The RFQ is issued by the American Embassy Rome, Italy.

• Delivery is FOB Destination.

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

• Quotations must be furnished to the issuing office (Block 5a) on or before the close of business on 03/03/2026.

• The document states that "This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service."

• Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

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

• The RFQ number is 191T7026Q0009.

• The date issued is 01/30/2026.

• Contact for information is Crystal D. Sheridan/Patriana Zancani at +39 06-4674-2581/2191.

• Prompt payment discounts can be offered (10, 20, or 30 calendar days).

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

Form / Attachment / Pricing Sheet

This document, titled "ATTACHMENT 1 - PRICING AND PERFORMANCE WORK STATEMENT," outlines the menu items, services, and equipment required for a reception event, along with associated pricing structures. It serves as a detailed guide for caterers to understand the scope of work and provide accurate cost proposals.

Event Details:

• Date: July 2nd, 2026
• Time: 19:00 - 21:30
• Guest Count: Approximately 3200

Menu (Section 1 & 1a):

• Detailed list of food items to be prepared and served, including suggested portions and pricing per portion.
• Options for the Embassy to provide certain items (hamburger patties, French fries, pasta), with corresponding cost adjustments.
• Includes hot dogs, pulled pork sandwiches, fried chicken, burgers (beef and veggie), fries, salads, pasta, corn, cheese platters, fruits, and desserts.

Services (Section 2):

• Caterer responsibilities include food preparation (including on-site grilling), serving food and beverages, maintaining buffet and bar areas, and providing staff for table setup and cleaning.
• Embassy provides cutlery, dishes, glassware, napkins, and beverages.
• Caterer is responsible for setting up 40 round tables, 10 bars, and 13 buffet areas, and decorating tables with provided materials.

Equipment (Section 3):

• Caterer to provide specified furniture and equipment, including buffet tables, table clothes, chairs, cushions, garden furniture, and various other tables.
• Embassy provides barbeque grills.

Donors Reception (Section 4):

• Separate finger food and beverage service for approximately 60 guests within the Ambassador's residence.

Timeline & Logistics:

• Deliveries by July 1st, 2026, 16:00.
• Installation from 2 days prior, finished by July 2nd, 2026, 10:00.
• Removal of items between July 3rd, 2026, 10:00 - 14:00.

Personnel & Security:

• Requirements for personnel security checks, including submission of security questionnaires, ID copies, and criminal records.
• Standards of conduct, including professional uniforms and prohibition of intoxicants.
• Personnel must be in good health and free from communicable diseases.
• Contractor assumes liability for injuries or damages.

This document is critical for potential caterers. It details the exact scope of services, menu requirements, equipment needs, and event logistics. Bidders must use this information to calculate their pricing for all sections (Menu, Services, Equipment, Donors Reception) and submit two grand total price options. It also outlines crucial personnel, security, and insurance requirements that will impact operational planning and costs.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 2 - MAP OF THE SITE 2.pptx", provides a visual layout of the event site for the "2026 Independence Day Celebration". It is intended to guide staff and volunteers in organizing the event flow and designating areas for various activities.

• Site Layout: Depicts the arrangement of key areas including the receiving line, stage, volunteer stations, guest greeting area, and facilities like a pool and theater.
• Access Routes: Illustrates pathways for guests and staff, including the Marines' pathway to presenting colors.
• Designated Areas: Identifies specific zones for drinks, food, tables and chairs, a guest book, and satellite kitchens.
• Staffing and Guest Flow: Provides guidance on where working staff should be stationed and how guests will be directed by volunteers, particularly around the "Villa Taverna" area.

While this document is a map and not a direct requirement for bidding, it provides crucial context for understanding the logistical scope of the event. Bidders involved in event planning, catering, or site management services may find this map useful for visualizing the operational environment and potential challenges or requirements related to site setup, guest management, and staff coordination.

Form / Attachment / Pricing Sheet

This document provides visual examples and quantities of furniture intended for a "4th July Event." It serves as a style guide and inventory reference for potential vendors to understand the type and amount of furniture required.

• 40 Round Tables and 400 wicker Chairs: Depicted in a "Bocce Court Area" setting.
• 80 Buffet Tables (200 cm): Shown in an outdoor setting with umbrellas.
• 400 Wicker Chairs with white cushions: A close-up image is provided.
• Easy Chairs and Coffee Tables: Images of lounge-style seating and accompanying tables.
• 12 Two-seat sofas with Cushions: Examples of sofa seating.
• 18 Chairs (options): Showcases different chair styles, including a white modern chair and a black bentwood chair.
• Alternative - Poufs 2/3 seats and coffee tables: Presents a modular seating alternative.

This attachment is crucial for bidders to visualize the aesthetic and scale of furniture needed for the event. It directly informs their ability to source, quote, and supply the specified items, impacting proposal preparation and pricing.