Procurement of Reception Package for the U.S. Embassy’s Celebration of Independence Day in Hanoi, Vietnam

Form / Attachment / Pricing Sheet

This document is a "Contractor's Certification on Compliance with National Defense Authorization Act (NDAA)". It requires the contractor to certify their understanding and compliance with specific provisions of the NDAA related to telecommunications and video surveillance equipment and services.

• Contractor Information: Fields for the contractor's name, official title, and company legal name and address.
• Certification Statement: A statement affirming that the contractor has completed enclosed representations and certifications related to the NDAA accurately to the best of their knowledge.
• Consequences of Misinformation: A warning that misleading or inaccurate information constitutes a violation of the False Claims Act and may lead to contract cancellation or termination.
• Signatory Details: Fields for signature, printed name, official title, company seal, and date.
• Incorporated Provisions: References to FAR clauses 52.204-24 (Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment), 52.204-25 (Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment), and 52.204-26 (Covered Telecommunications Equipment or Services—Representation).

Bidders must complete and submit this certification form. It requires them to represent whether they will or will not provide covered telecommunications equipment or services, and whether they use such equipment or services. Specific disclosures are required if the bidder responds affirmatively to using or providing such equipment/services. Failure to comply with these NDAA-related requirements, as detailed in the referenced FAR clauses, could impact eligibility for contract award or lead to contract termination.

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for a venue rental and reception package for the U.S. Embassy Hanoi's American Independence Day Celebration on July 8th, 2026. This event marks the 250th anniversary of the signing of the Declaration of Independence. The contractor will provide the venue, equipment, facilities, security, and meeting packages, including food and beverages. The quoted price must include all labor, materials, overhead, and profit.

• Space: Main ballroom and additional space for 1,000 guests, with areas for decorations, sponsor booths, and displays. Ease of movement, dedicated rooms for VIPs and 12 U.S. Marines, and a room for up to 10 performers are required. All spaces must be air-conditioned. Access for setup is required the day before the event, and for takedown immediately after until noon the following day.

• Equipment & Facilities: Three projector and LED screen sets (one large backdrop, two smaller side screens), internet connection (min. 2 Mbps), a stage with skirting and podium for MC and band (up to 10 persons), AV equipment, a sound system with wireless microphones and podium microphone, 24-channel mixer, stage monitors, speakers, amplifier, and mixer. Vendor must provide three technicians for audio support. American-flag themed decorations, 30 cocktail tables with tablecloths, tables and tablecloths for booths/check-in (approx. 60), at least 70 meters of stanchions, four standing signs, and eight flower arrangements are also required.

• Security: 220 Volt power outlets for screening and security personnel, a large parking area (preferably fenced and covered), a closable initial screening area, well-lit entry control and metal detector screening areas, rope stanchions, tables and chairs for screening areas (including a private room for sensitive guests), provision of hotel staff list, access to hotel security control room and plans, and availability of AEDs and first aid equipment.

• Food & Beverage: Buffet and/or canape-style reception for 800-1,000 guests, with free flow of local beer, water, and soft drinks. Four buffet tables and passed plates. The menu should include up to eight American-style dishes. The Embassy will provide some food items (donations, wine, beer, liquor) and work with the chef. Two bars are required. Food tasting for up to 10 people is required prior to the event. A themed cake for the event is also required.

• The contract will be a Purchase Order (PO) from the U.S. Embassy Hanoi.

• Prices are to be quoted in Vietnam Dong (VND) as a firm fixed price, including VAT and all other anticipated charges.

• Offerors must quote for scalable quantities: 800, 900, and 1,000 guests. The final quantity will be determined upon PO confirmation.

• Quotations must be submitted via email to Ms. Bui Huyen Trang (BuiTH@state.gov) no later than 17:00 PM on March 06, 2026, local time.

• Offerors must provide line-item costs for venue and per guest for food, and other listed facilities.

• Vendor's contract is not accepted and signed.

• All bid items must meet or exceed specifications.

• Selected vendors must accept payment within 30 days after delivery and receipt of a correct invoice via Electronic Fund Transfer (EFT).

• This is a small purchase set-aside.

• Offeror's registration in the System for Award Management (SAM) is required.

• The date of the event is subject to change or cancellation without additional fees.

• Any cancellations after PO award will only cover services rendered.

• Any costs not included in the PO package are the responsibility of the requesting individual.

• Commercial Clauses document is attached for reference.

Forms / Attachments / Pricing Sheets

This document, "Clauses - Overseas Commercial Item.pdf", contains a compilation of Federal Acquisition Regulation (FAR) clauses and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference into purchase orders and blanket purchase agreements (BPAs) awarded by overseas contracting activities. It serves as a reference for bidders to understand the standard contractual terms and conditions that will apply to such agreements.

• Federal Acquisition Regulation (FAR) Clauses: A comprehensive list of FAR clauses (48 CFR Chapter 1) is provided, including their number, title, and date. These cover a wide range of topics such as System for Award Management, representations and certifications, contractor personnel, commercial items, labor standards, and various prohibitions.
• Department of State Acquisition Regulation (DOSAR) Clauses: While not explicitly listed with numbers in the provided text, the document indicates that DOSAR clauses are also incorporated by reference and can be accessed at https://acquisition.gov/dosar.
• Full Text Clauses: Certain clauses, such as "CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT REQUIREMENTS (FEB 2023)" and "REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)", are provided in full text.

This document is crucial for potential bidders as it outlines the mandatory contractual clauses that will govern any resulting purchase orders or BPAs. Understanding these clauses is essential for determining the feasibility of bidding, preparing compliant proposals, and managing contractual obligations. Key areas of interest for bidders include:

• Representations and Certifications: Clauses related to offeror representations and certifications (e.g., 52.212-3) are critical for compliance.
• Prohibitions: Clauses like those related to telecommunications and video surveillance equipment (52.204-25) and cybersecurity supply chain risk management are significant for ensuring compliance with government mandates.
• Small Business Requirements: Various clauses related to small business concerns, set-asides, and subcontracting plans are relevant for small businesses.
• Payment and Contract Terms: Clauses detailing payment terms, contract administration, and reporting requirements are important for financial and operational planning.

Other / Unclassified

This document is a "Quick start guide for new foreign registrations" for the System for Award Management (SAM). It outlines the procedures and requirements for vendors and contractors to register in SAM to do business with the U.S. Government.

• Mandatory Registration: Vendors and contractors receiving awards over $30,000 USD must be registered and active in SAM. Awards over $10,000 but less than $30,000 require a Unique Entity Identification number.
• Registration Process: The guide details a 4-step process: 1. Request a Unique Entity Identifier (UEI) number. 2. Request a NATO Commercial and Government Entity (NCAGE) code. 3. Register in SAM. 4. Renew SAM registration annually.
• Key Information Required: Bidders need to gather banking information, average sales per year for the past 3 years, total staff numbers, and point of contact details.
• Cost: SAM registration is free.
• Validity and Renewal: SAM registration is valid for one year and must be renewed prior to expiration. Early renewal is recommended.
• Resources: The guide provides links to relevant websites for UEI and NCAGE code requests, SAM registration, and tutorials. It also offers contact information for assistance.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for the procurement of a reception package for the U.S. Embassy's Celebration of Independence Day in Hanoi. The U.S. Government intends to award a contract/purchase order to the responsible company submitting the lowest price technically acceptable quotation.

To submit a quotation, bidders must complete the following:

• Standard Form 18 (blocks 11e & 11f for Price; blocks 13, 14, 15, and 16 for Bidder's information)

• Pricing as per RFQ part C

• Technical proposal including all requirements

• National Defense Authorization Act (NDAA) certification (form attached)

• Active registration on the System for Award Management (SAM)

• Quotes must be valid for a minimum of 180 calendar days.

• The award will be based on initial quotations, though discussions may be held if necessary.

• Submission Deadline: March 06, 2026, at 17h00 local time.

• Submission Method: Electronically to Ms. Trang Bui (BuiTH@state.gov).

• Evaluation Criteria: Lowest price technically acceptable.

• Quoters must be registered in the SAM (System for Award Management) database prior to proposal submission (as prescribed under FAR 4.1102).

• Any questions regarding this request for quotation should be emailed to Mr. Stephen Hurley (HurleySJ@state.gov).