Enclosure A Questions and Answers RFQ -19KU2026Q0005 - Independence Day Event: Lighting, Stage & Sound Setup

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding RFQ 19KU2026Q0005 for the Independence Day Event: Lighting, Stage & Sound Setup.

• Stage Dimensions: The stage standing platform dimensions are 8m x 6m x H 60cm (excluding stairs and ramp). Bidders should confirm the exact width and depth of the stage.
• Dance Floor: The dance floor will be located in front of the stage and must be a minimum of 7m x 7m with an anti-slip mechanism. A traditional modular setup is preferred over a digital LED dance floor.
• LED Screens: Side LED screens will cover the remaining width of the backstage, complementing the 6m x 4m center screen.
• Lighting Fixtures: Offerors are to recommend required quantities of lighting fixtures (Beam Lights, PAR Cans, LED PAR Cans, City Color LED Wash Lights) based on technical expertise to ensure the space is perfectly covered, rather than relying on last year's quantities.
• Entrance Archway: The entrance archway (17m x 5m) will serve as the main event gate, directing visitors. It is not intended as a screen gate.
• Photo Booth: The photo booth will be a printed banner with a red carpet. The Embassy will provide the visual artwork, following the "Freedom 250" theme.
• Buffet Setup: The buffet setup (tables, skirting, centerpieces, food stations) is not part of the contractor's scope and will be handled by another party.
• Digital Content: Digital content for screens and motion graphics can extend beyond the stage to walkways, reception areas, or food zones, and should highlight American innovation, technology, and future-forward achievements.
• Approvals: Renderings, Bill of Quantities (BOQ), and Technical drawings will be subject to approval. An additional site visit is scheduled for March 22.

This document clarifies specific requirements related to stage and dance floor dimensions, preferred setup types, lighting quantities, digital content, and the scope of work for buffet setup. Offerors should incorporate these clarifications into their proposals. Alternative approaches are encouraged and will be subject to evaluation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services for the U.S. Embassy Kuwait's Independence Day event: Lighting, Stage & Sound Setup. A separate solicitation will not be issued. The government intends to evaluate and award without discussion but reserves the right to conduct discussions if deemed in the government's best interest.

• Lighting, Stage & Sound Setup with Generator Set Power for the Independence Day event.

• Specific items include:

  • Stage setup (size 7.2m/9.6m, provided by embassy)
  • Professional modular dance floor
  • LED Screen backdrop and two additional screens
  • Truss system for lighting, LED screen, and audio
  • Lighting (8beams, 20 par cans & 15 LED parcens)
  • Follow Spot (Lights)
  • City Color wash lights (LED)
  • Visual Framing for the stage
  • Entry Way photo backdrop
  • Red Carpet
  • Wash Lights for fountain
  • Entrance Truss/Archway
  • Main Reception Area lighting
  • Photo Set Up backdrops
  • Walkway and Food Area image panels
  • Tree Lights for Entry Way and Main Reception Area
  • Professional Audio system (speakers, subwoofers, monitors, microphones, mixer, etc.)
  • Two power generators

• The event theme is "Freedom 250".

• Contractor must provide a turnkey event setup including installation, operation, dismantling, and restoration.

• Contractor must submit a Bill of Materials (BOM), technical specifications, product data sheets, sketches, renderings, or images for Embassy approval.

• Contractor must comply with DOSAR 652.211-70, Branding and Marking.

• Contract type: Fixed price purchase order.

• Period of Performance: Anticipated to be one (1) week, inclusive of mobilization, installation, testing, rehearsals, event-day operations, and dismantling/restoration.

• Estimated Value: Not specified.

• Proposal submission is electronic via email to Kuwait_Solicitation@state.gov.

• Quotations are due by February 12, 2026, at 10:00 am Kuwait local time.

• Offers must remain valid for at least 60 calendar days.

• Evaluation will be based on completeness, technical acceptability, price reasonableness, and responsibility determination.

• The government intends to award without discussion.

• This acquisition is not set-aside for small business concerns; it is full and open.

• Classification Code: R708 "SUPPORT- MANAGEMENT PUBLIC RELATIONS"

• NAICS: 561920– Convention and Trade Show Organizers.

• Prospective offerors are strongly encouraged, though not required, to register in the System for Award Management (SAM).

• Offerors with active SAM registration need only provide their Unique Entity Identifier (UEI).

• Offerors without active SAM registration must complete FAR 52.204-90, Offeror Identification.

• Contractor must be legally licensed in the State of Kuwait as an Event Planner and/or Event Services Provider.

• A mandatory site visit is scheduled for January 26, 2026, at 09:00 AM Kuwait local time at the U.S. Embassy, Bayan, Kuwait. Request for site visit due by January 24, 2026.

• Questions are due no later than January 29, 2026, at 10:00 am Kuwait local time.

• The event is scheduled for March 31, 2026, but may be rescheduled. Pricing must account for potential rescheduling within 7 calendar days without additional compensation.

• Safety documents (Attachment 2) and Crane Usage Instructions (Attachment 3) are provided and must be adhered to.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for an Independence Day event at the U.S. Embassy in Bayan, Kuwait. The event requires comprehensive lighting, stage, and sound setup, including power generation.

• Stage Setup: Includes a stage (provided by Embassy), professional modular dance floor, LED screen backdrop (6mx4m) with two side screens, truss system, lighting (beams, par cans, LED parcans, follow spots, city color wash lights), and visual framing.

• Entry Way Setup: Photo backdrop (8m x 3m), red carpet, wash lights for fountain, and an entrance truss/archway (17m x 5m).

• Main Reception Area Setup: Lawn wash lights, photo booth backdrop, and tree lights (trunk lights, net lights, string lights).

• Walkway and Food Area Setup: Image panels (2m x 3m and 0.5m x 3m) and tree/bush lights.

• Professional Audio System: Adequate speakers, microphones, mixers, equalizers, and other equipment for approximately 1500 people, including sound engineers and necessary cabling.

• Power Generation: Two (2) soundproof diesel generators (250 kVA each), one for 3 days and one for 1 day, with sufficient fuel and a main distribution board.

• Personnel: One (1) Sound Engineer, one (1) Lighting Operator, one (1) Assistant Technician, and a qualified English-speaking Site Manager.

• Compliance: Adherence to DOSAR 652.211-70 (Branding and Marking) and all Embassy safety and security requirements.

• Contract Type: Fixed-price purchase order.

• Period of Performance: Anticipated to be one (1) week, including mobilization, installation, rehearsals, event operations, and dismantling/restoration. Exact dates to be coordinated.

• Site Visit: Mandatory site visit scheduled for January 26, 2026, at 09:00 AM Kuwait local time. Request submission deadline: January 24, 2026, 10:00 am Kuwait local time.

• Questions Deadline: January 29, 2026, 10:00 am Kuwait local time.

• Proposal Submission: Electronic submission via email to Kuwait_Solicitation@state.gov by February 12, 2026, 10:00 am Kuwait local time.

• Proposal Format: Three (3) separate attachments: Introduction, Technical, and Price.

• Evaluation: Award will be made to the responsible offeror whose offer is most advantageous, considering price and other factors. The government may award without discussion.

• This acquisition is full and open; not set-aside for small business concerns.

• Offerors must be legally licensed in the State of Kuwait as an Event Planner and/or Event Services Provider.

• Registration in System for Award Management (SAM) is strongly encouraged but not required.

• The event date is March 31, 2026, but may be rescheduled within 7 calendar days; pricing must account for this.

• Offerors must provide a Bill of Materials (BOM) and Bill of Quantities (BOQ) based on the site visit.

• All materials require prior Embassy approval.

• Strict safety, security, and access protocols are in place, including restrictions on electronic devices and specific entry/exit procedures.