RFI - Embassy’s 2026 Independence Day Celebration
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 Tegucigalpa, under the Department of State, has issued a Request for Information (RFI) to gather cost estimates and capability statements for its 2026 Independence Day Celebration. This RFI seeks qualified vendors for comprehensive event services, including venue, catering, decorations, audiovisual support, and staffing, for an anticipated 700 guests in Francisco Morazan, Honduras. This is for planning purposes only.
Scope of Work
The RFI outlines requirements for:
- Venue: Accommodating 700 guests with indoor/outdoor space, furniture, utilities, and compliance with safety/security regulations. Exclusive use is required for the event day, with specific setup needs for cocktail tables, lounge seating, VIP areas, and raised platforms.
- Decorations & Setup: Thematic decorations meeting U.S. Embassy standards, including specific tablecloth colors, a ceremonial cake table, self-service food tables, and floral arrangements.
- Food & Beverage: Cocktail-style service (5 bites per person: 4 savory, 1 sweet), self-service stations, non-alcoholic and alcoholic beverages. A menu tasting will occur post-selection, and a fixed-price corking fee for Embassy-provided beverages is required.
- Staffing: Sufficient trained personnel for setup, service, and breakdown, including waiters, cooks, bartenders, and supervisory staff. An event planner/point of contact is mandatory.
- Audiovisual (AV) & Technical: Provision of sound systems, microphones, screens/video displays, lighting, Wi-Fi, and adequate power supply, supported by trained technical staff.
- Utilities, Logistics & Parking: Ensuring necessary utilities, HVAC, emergency access, accessibility, and adequate parking for attendees, VIPs, and deliveries.
Contract Details
- Type: Request for Information (RFI) / Sources Sought. This is for planning purposes only and does not constitute a solicitation or commitment to award a contract.
- Tentative Event Dates: Wednesday, June 17, 2026, or Thursday, June 25, 2026. The final date will be confirmed no later than two months prior.
- Set-Aside: None specified.
Submission & Evaluation
- Submission Deadline: February 19, 2026, at 10:00 AM (Local time).
- Submission Method: Electronically to tgubids@state.gov with the subject line "Response Enclosed - 19H08026N0004".
- Evaluation Factors: Technical Capability, Price and Cost Reasonableness, and Past Performance. Past performance will be a primary factor.
- Estimates: Must be valid for 90 calendar days and itemized by category (venue, food & beverage, décor, AV, staffing). VAT is not applicable.
Additional Notes
Offerors must address plans for obtaining local licenses and permits. The Government reserves the right to modify the scope, event date, and to cancel or amend the RFI.