Event Planning Services for the Independence Day Celebration – U.S. Embassy Singapore

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation RFQ 19SN1026Q0016 for FOJ Event Planning Services.

• Scope of Services: The RFQ primarily covers event planning, coordination, and management support. Quoters are not required to include direct pricing for third-party event execution elements (e.g., AVL, production, photography, security) unless specifically identified in the RFQ. Quoters may describe their approach to coordinating these services.
• AVL Equipment: Standard AVL equipment and operator support are expected to be provided by the selected venue. Specialized AVL needs will be addressed post-award.
• Branding Guidance: Relevant branding guidance and reference materials, if available, will be shared via an amendment during the solicitation period.
• Sponsor Visibility: Sponsor visibility must comply with U.S. Government policies. Quoters should assume limited and controlled sponsor visibility and not base proposals on extensive sponsor branding.
• Direct Costs: No additional direct costs are defined at this stage. Third-party event vendors (e.g., catering, AVL, décor) are anticipated to be contracted and paid separately by the Government or through mechanisms defined post-award.
• Event Parameters: Detailed event requirements (e.g., food/beverage, décor, audiovisual) will be finalized post-award. Quoters should base proposals on the current Performance Work Statement and include planning assumptions.

This Q&A document clarifies the scope of services, the handling of third-party vendors and direct costs, and the approach to AVL equipment and sponsor visibility. It indicates that further details on branding and specific event parameters will be provided later, potentially via amendment or post-award.

Amendment / Modification

• The closing date for Solicitation No. 19SN1026Q0016 has been extended.

• The new due date for receipt of offers is April 30, 2026, at 1630hrs, extended from April 14, 2026, at 1630hrs.

• This extension is to provide offerors with additional time to prepare and submit proposals in response to vendor inquiries.

• Solicitation No. 19SN1026Q0016

• The deadline for proposal submission has been extended to April 30, 2026, 1630hrs.

• All other terms and conditions of the original solicitation remain unchanged.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotations (RFQ) for Event Planning Services for the U.S. Embassy in Singapore's Fourth of July Independence Day Celebration. The event is scheduled for July 2, 2026, from 1800 to 2200 hours, and is expected to host approximately 800 to 1,000 attendees, including senior officials and diplomatic representatives.

The contractor will provide advisory, coordination, and facilitation services for event planning, execution support, and post-event closeout. Services include:

• Developing an event concept and design aligned with U.S. Independence Day themes and Singaporean culture.
• Providing planning and coordination support throughout the event lifecycle.
• Supporting venue and logistics readiness.
• Developing an event program and run-of-show.
• Coordinating with vendors, partners, and sponsors.
• Supporting security, VIP, and protocol considerations.
• Providing on-site advisory support on the event day.
• Supporting post-event closeout and reporting.

Deliverables include an event concept and design package, draft and final event program/run-of-show, budget plan and expenditure tracking reports, vendor/partner/sponsor coordination summaries, graphic design assets (if applicable), an event logistics and coordination plan, and a post-event report.

• Contract Type: Firm-Fixed-Price (FFP)

• Period of Performance: Upon issuance of Notice to Proceed (NTP) through July 31, 2026.

• Currency: All prices and payments will be in Singapore Dollars (SGD).

• Offer Due Date: April 14, 2026, 1630hrs.

• Evaluation Factors: The award will be made to the lowest priced, technically acceptable, responsible contractor. Evaluation will include Compliance Review, Technical Acceptability (past performance and experience), Price Evaluation, and Responsibility Determination.

• Discussions: The Embassy intends to award without discussions, so initial quotes should contain the best terms.

• This acquisition is unrestricted.

• Offerors must be registered in the System for Award Management (SAM).

• Offerors must provide proof of Singapore business license, local permits, and tax identification number.

• Defense Base Act (DBA) insurance is required and its cost must be included in the proposed contract price.