Event Production Services
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Embassy in Mexico City is seeking proposals for Event Production Services to design, build, equip, staff, and manage its booth space at the Aldea Global trade show in Mexico City. This Solicitation (RFQ) aims to secure a contractor for comprehensive booth services, including design, infrastructure, utilities, audiovisuals, and staffing. Quotations are due April 29, 2026.
Scope of Work
The contractor will provide professional services for the U.S. Embassy's 18 x 4 meter booth at the Aldea Global event during the 2026 FIFA World Cup. Key requirements include:
- Booth Design & Infrastructure: Unified visual concept, prominent "Freedom 250" logo, compliance with U.S. Department of State Brand System, display of ATO and Public Diplomacy logos, integrated lighting, durable flooring, and lockable storage.
- Cooking Demonstration Area: Equipped with electric grills, microwave, blender, refrigerators, prep surfaces, and dedicated lighting/ventilation.
- Utilities & Safety: Sufficient power (110V/220V), portable sink, trash disposal, ventilation, ceiling fans, two ABC fire extinguishers, and reliable Wi-Fi.
- Audio/Visual & Promotional: Sound system, microphones, megaphone, 20 hours of photography/videography, creation of social media/website videos, and digital content formatting.
- Staffing & Operations: Two supervisors/managers and two staff per shift for 12 days, covering opening/closing, cleaning, restocking, and equipment operation. A staffing plan is required.
- Logistics: Transportation, installation, on-site maintenance, and dismantling of all booth materials.
Contract & Timeline
- Type: Firm-fixed price purchase order.
- Period of Performance: Planning upon contract award; on-site execution from June 10 through June 21, 2026.
- Set-Aside: This RFQ is NOT a small business set-aside.
- Submission Deadline: April 29, 2026, by 10:00 hours (Mexico City local time).
- Pre-Proposal Conference: April 13, 2026, at 10:00 hours (Mexico City Time).
- Questions Due: April 17, 2026, before 10:00 hours (Mexico City Time).
Submission Requirements
Offerors must submit:
- Standard Form (SF-18)
- Pricing table (Section 1)
- Vendor Registration Form (EFT) – Attachment 3 / Attachment 4 / Attachment 5
- Proof of active SAM registration – Attachment 6
- Safety Plan (Attachment 6)
- Technical Evaluation Requirements as described in Section 3.4 All proposals and documents must be in English. Electronic responses are accepted.
Evaluation
Award will be made to the lowest-priced, technically acceptable, responsible quoter based on initial quotations without discussion, though discussions may be held if needed. Technical evaluation will assess compliance with the Statement of Work, relevant experience, staffing plan, and booth design concepts.
Compliance & Notes
Offerors must be actively registered in SAM.gov at the time of proposal submission. Failure to register will deem the offer non-responsive. A detailed Safety Management Plan is mandatory, requiring adherence to specific safety standards and procedures, including US Army Corps of Engineers EM 385-1-1 and Mexican industrial safety laws. U.S. firms are eligible for payment in USD; local companies can be paid in USD if they have a USD bank account in Mexico, otherwise in Mexican Pesos. VAT is not applicable to U.S. firms.