Independence Day Event Venue and Catering Services

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for a commercial service to provide venue and catering services for the U.S. Embassy in Podgorica's Independence Day event. The government is seeking a facility to accommodate up to 500 people for a reception on Thursday, June 25, from 19:00 to 23:00.

• Venue: Accommodate 500 guests, one level, sufficient complimentary parking (handicap accessible), preferably outdoor space with indoor option for inclement weather.

• Catering: Provide cocktail tables, linens, napkins, dinnerware, glassware, stainless flatware for 500 guests. Estimated number of cocktail tables required.

• Staffing: Provide wait staff, a minimum of one Wait-Staff Chief Supervisor, and sufficient personnel for set-up and clean-up. Wait Staff Chief must be proficient in English and Montenegrin. Staff must wear uniforms, be professional, and not fraternize with guests. Background and security paperwork for all staff due one month in advance.

• Services: Set-up, serving, and clean-up of the event space. Provide a dressing room for Marines and entertainment.

• Audio/Visual: Provide a stage area, electrical connections, AV equipment (stage lights, microphones, loudspeakers, sound system, mixer, distribution box, LED screens, par lights). Two personnel to operate AV equipment.

• Decorations: Contractor to store government-provided decorations.

• Food Tasting: Required as part of the solicitation process.

• Menu: Includes contractor-provided items (3,000 food bites: 1 entree, 1 side dish, 3 savory finger foods, 3 sweet finger foods, fruit cups) and potentially government-provided items (wine, ice cream). Cake with 100 pieces featuring an American flag is required, though the government reserves the right to provide the cake.

• Beverages: Contractor to supply some beverages; government will supply others (water, soft drinks, alcohol) via in-kind donations. Contractor to provide ice.

• Fireworks: Provide a 3-minute aerial fireworks show with specific shell sizes, performed by a licensed and insured company. Launch area and timing to be mutually agreed upon.

• Security & Healthcare: Contractor must provide criminal record checks for staff. Government will provide an ambulance and medical professionals on site. Government controls access and will coordinate security plan.

• VIP Protocol: Provide a set-up for the VIP area with cocktail tables.

• Parking: Provide up to 400 standard size parking spaces, including a separate VIP drop-off area.

• Type: Firm-fixed-price purchase order.

• Period of Performance: Event date is June 25. Setup and cleanup will occur around this date.

• Estimated Value: Not stated.

• Deadline for Quotes: April 30, 2026, 4:00 PM (CEST).

• Submission Method: Electronic format via email only to PodgoricaSolicitations@state.gov.

• Evaluation Factors: Technical Capability (Most Important), Price (Second Most Important), Past Performance (Less Important). Technical capability and past performance are equally as important as price.

• Not specified.

• This announcement constitutes the only solicitation; no written solicitation will be issued.

• The solicitation/contract will include all applicable provisions and clauses.

• Value Added Tax (VAT) is not applicable; the U.S. Embassy has a tax exemption certificate.

• Required Documentation: Signed SF-18, Price Proposal, Technical Proposal, Past Performance Documentation, Business Documentation.

• The Government reserves the right to award based on initial quotations or hold discussions.

• The Government may cancel this RFQ at any time.

Form / Attachment / Pricing Sheet

This document, "PO Commercial Services Clauses and Provisions.pdf," appears to be a collection of Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses and provisions that are incorporated by reference into a contract. It serves as an addendum to the solicitation provisions, detailing specific clauses that are not prescribed in Part 12 of the FAR.

The document lists numerous FAR and DOSAR clauses, including:

• FAR Clauses: These cover a wide range of topics such as contract terms and conditions, prohibitions on certain telecommunications and video surveillance services/equipment, contractor ethics and conduct, whistleblower protections, small business concerns (HUBZone, SDVOSB, WOSB), buy American provisions, trade agreements, tax on foreign procurements, payment terms, safety measures, and representations and certifications.
• DOSAR Clauses: These include provisions related to personal identification card issuance, contractor identification, examination of records, export administration, payment schedules, and additional safety measures.
• Specific Provisions: Several provisions are provided in full text, such as "Option to Extend Services," "Option to Extend the Term of the Contract," "Availability of Funds for the Next Fiscal Year," and "Department of State Personal Identification Card Issuance."

Bidders must carefully review these incorporated clauses and provisions to understand their contractual obligations, compliance requirements, and potential impacts on their proposals. Key areas of focus for bidders would include:

• Small Business Subcontracting: Requirements related to small business concerns, HUBZone, SDVOSB, and WOSB programs.
• Prohibitions and Restrictions: Clauses related to telecommunications equipment, foreign purchases, and activities related to Iran.
• Reporting and Certification: Requirements for various representations, certifications, and reporting.
• Payment and Safety: Terms related to payment schedules, invoice submission, and safety measures.
• Offeror Representations: Specific representations and certifications required for commercial items, including those related to covered telecommunications equipment and services, and Buy American provisions.

Form / Attachment / Pricing Sheet

This document is a Request for Quotation (RFQ) for the Independence Day Event Venue and Catering Services. It serves as an invitation for vendors to submit pricing for specific services.

• Item 1: Food and beverage package (per person) for 500 people, details to be provided in a Statement of Work.
• Item 2: Licensed and permitted aerial fireworks display (3 minutes), details to be provided in a Statement of Work.
• Item 3: Cake with 100 pieces featuring the American flag. The Government reserves the right to provide its own cake.
• Item 4: Stage, AV equipment, and 2 personnel to operate the equipment. Details to be provided in a Statement of Work. The Government reserves the right to provide its own AV vendor.

Bidders must review the details in the referenced Statement of Work (not provided here) to understand the full scope of services required for each item. The RFQ specifies a submission deadline of April 30th, 2026, and is issued by the U.S. Embassy in Podgorica, Montenegro.