IDR 2026 - Catering Services

Questions & Answers / Clarifications

This document provides responses to inquiries received via email regarding the "Solicitation for Catering services for Independence Day Reception" (RFQ No.: 19AR2026Q0011). A site visit was conducted on April 16th, with three firms participating in a pre-proposal conference.

• Budget/Funding Range: The government will not disclose the estimated budget or funding range for this bid. Vendors are encouraged to offer their best pricing.
• Service Details: Information regarding the expected scale of catering, such as the number of attendees, service frequency, and specific requirements, can be found in Section 1 of the original solicitation.

This Q&A document clarifies that budget information will not be provided and directs vendors to Section 1 of the solicitation for details on service scale and requirements. No changes to deadlines or submission rules are indicated.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for catering services for the U.S. Embassy's Independence Day Reception. The U.S. Government intends to award a contract to the responsible company submitting the lowest acceptable offer.

• Catering services for the Independence Day Reception.

• The event is scheduled for Tuesday, June 30, 2026, from 5:00 PM to 10:00 PM at the U.S. Ambassador's Residence.

• Services include hors d'oeuvres for 200 guests (5:00 PM - 6:30 PM) and a reception for 1,000 guests (6:30 PM - 10:00 PM).

• The contractor must provide all specialized labor, materials, equipment, and professional supervision.

• The event theme is "Freedom 250 - American Excellence."

• The menu should feature a sampling of regional dishes.

• The contractor will provide and operate two types of bar services: Standard Beverage Bars and Signature Cocktail Bars.

• The contractor must provide all necessary materials, equipment, transportation, and supervision.

• Security requirements include providing a list of all workers' information one month prior to the event.

• The contractor must clean the worksite daily and take precautions to prevent damage to the residence.

• This is a firm-fixed price contract.

• Quotations are due by Wednesday, April 22nd, 2026, at 14:00 hours (local time).

• Proposals must be in English.

• Quotations must be submitted electronically to BNS-Procurement@state.gov in MS-Word, MS-Excel, or Adobe Acrobat (pdf) format, not exceeding 30MB per file.

• Offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to submission.

• Evaluation will be based on the lowest priced, acceptable, responsible offer.

• The government will assess acceptability based on compliance with RFQ terms and technical information required by Section 3.

• Contractor responsibility will be determined based on FAR 9.1 requirements.

• A pre-quotation conference and site visit will be held on April 16th at 14:00 hours. Contact Zeny Montoya at BNS-Procurement@state.gov for details.

• No specific set-aside is mentioned in the initial correspondence, but various small business categories are addressed in the FAR clauses.

• Questions regarding the solicitation must be submitted by April 17th, 2026, at 14:00 hours.

• Offerors must complete SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), and provide proof of SAM Registration.