Event Production Services

Other / Unclassified

This document is a Safety Management Plan detailing the safety requirements for contractors and subcontractors working on a specific project. It outlines responsibilities, general safety requirements, specific protocols for barricading, personal protective equipment (PPE), inspections, tool safety, emergency response, high-risk work, electrical safety, fall protection, scaffolding, chemical substance management, lifting operations, welding, road safety, confined spaces, and tree trimming. It also includes sections on emergency procedures and hazard assessment, requiring contractors to detail their mitigation actions and required PPE.

This plan is crucial for potential bidders as it establishes the mandatory safety standards and procedures that must be adhered to throughout the project. It highlights the contractor's responsibility for ensuring a safe work environment, compliance with specific regulations (including US Army Corps of Engineers EM 385-1-1 and Mexican industrial safety laws), and the provision of appropriate PPE and training. Bidders must understand these requirements to accurately estimate costs, plan their operations, and ensure compliance, as failure to meet these standards can lead to work stoppages. The document also specifies reporting procedures for accidents and the role of the Contracting Officer's Representative (COR) and the Project Safety and Health Officer (POSHO).

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for professional services to design, construct, equip, staff, and manage a U.S. Embassy booth at the Aldea Global event during the 2026 FIFA World Cup in Mexico City. The event aims to showcase the culture, arts, and traditions of participating nations. The U.S. Embassy booth will be 18 x 4 meters, divided into an 11 x 4 meter space for the Agricultural Trade Office (ATO) and a 7 x 4 meter space for the Public Diplomacy section.

• Booth Design & Infrastructure: Unified visual concept, prominent "Freedom 250" logo, compliance with U.S. Department of State Brand System, display of approximately 40 ATO logos and 20 Public Diplomacy logos, integrated lighting, durable flooring, and lockable storage.

• Cooking Demonstration Area: Approximately 3 meters within the ATO space, equipped with electric grills, microwave, blender, refrigerators, prep surfaces, dedicated lighting, and ventilation (no gas/charcoal).

• Visitor Area: Four high-top bar counters with stools and integrated storage.

• Utilities & Safety: Sufficient power distribution (110V/220V), portable sink, trash disposal, ventilation fans, 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 and website videos, and digital content formatting for booth displays.

• Staffing & Operations: Two supervisors/managers and two staff members per shift to ensure continuous coverage for 12 days, including opening/closing, cleaning, restocking, and equipment operation. A staffing plan, rotation schedule, and cleaning/restocking plan are required.

• Logistics: Transportation, installation, on-site maintenance, and dismantling of all booth materials and equipment. Post-event delivery of visual materials via Google Drive.

• Type: Firm-fixed price purchase order.

• Period of Performance: Planning upon award; on-site execution from June 10 through June 21, 2026.

• Submission Deadline: April 29, 2026, 10:00 hours (Mexico City local time).

• Evaluation: Award will be made to the lowest-priced, technically acceptable, responsible quoter based on initial quotations. Technical evaluation will assess compliance with SOW, relevant experience, staffing plan, and booth design concepts.

• Key Deadlines: Pre-proposal conference on April 13, 2026; deadline for questions on April 17, 2026.

• This RFQ is NOT a small business set-aside.

• 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. Other firms will be paid in Mexican Pesos unless they have a USD account.

• Value Added Tax (VAT) is not applicable to U.S. firms but will be priced separately for local companies.

• Offers and payment are to be in U.S. Dollars or Mexican Pesos as applicable.

• Several attachments are provided, including payment registration forms, safety plan, and branding guidelines.

Solicitation / RFP / RFQ

This document is a Request for Proposals (RFP) from the Embassy of the United States of America in Mexico City for Production Services. The government intends to award a firm fixed-price contract to the responsible company submitting a technically acceptable proposal at the lowest price.

Offerors must submit the following:

• Standard Form (SF-18)

• Pricing table in 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.

• Contract type: Firm fixed-price.

• Quotes must be submitted to MexicoCityGSOSolicitations@groups.state.gov.

• Submission deadline: Friday, April 29, 2026, by 10:00 hours, Mexico City local time.

• The government may award based on initial proposals without discussions, but may hold discussions if needed.

• Evaluation will be based on technical acceptability and lowest price.

• A pre-proposal conference is scheduled for Monday, April 13, 2026, at 10:00 hours, Mexico City Time.

• Interested offerors should contact MexicoCityGSOSolicitations@groups.state.gov for more information.

• Direct any questions to MexicoCityGSOSolicitations@groups.state.gov by Friday, April 17, 2026, before 10:00 hours, Mexico City Time.

• Do not contact anyone at the Embassy other than the Procurement team.