Venue and Catering Services for Independence Day Reception 2026
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 Montevideo is seeking quotations for venue and catering services for its official Independence Day Reception on July 25, 2026. This event is a standing cocktail reception for approximately 800 guests, lasting a maximum of four hours. The contract will be awarded on a Lowest Priced Technically Acceptable (LPTA) basis.
Scope of Work
The requirement includes comprehensive venue and catering services. Venue requirements encompass space for 800 guests, illuminated parking with attendants, internal event security, coat check, cleaning staff, furniture (cocktail tables, lounge seating), linens, a generator, access for external A/V, and climate-controlled space with sufficient electrical capacity.
Mandatory catering requirements include a minimum of 15 different savory items (half cold, half hot, tray-passed), continuous service, sufficient food and soft drinks, water service, ice, glassware, bar staff, and vegetarian/gluten-free options. Alcoholic beverages will be provided by the Embassy. Optional catering includes a symbolic patriotic cake and a dessert/coffee station, to be priced separately.
Staffing requirements specify minimums for Event Captains, kitchen staff, bar assistants, waitstaff, and coat/parking attendants, all complying with local labor laws. Venue access for setup is required at least 24 hours prior to the event, with 24 hours post-event for breakdown.
Contract Details
- Contract Type: Firm-fixed-price.
- Period of Performance: Covers the event date of July 25, 2026.
- Eligibility: Open only to Uruguayan companies. Offerors must be registered in SAM.gov at the time of award.
- Payment Terms: Bank transfers within 30 calendar days after service completion and invoice submission. Advance payments are not authorized.
Submission & Evaluation
- Quotation Due Date: March 27, 2026, at 11:30 AM (local time).
- Questions Due Date: March 24, 2026, at 4:30 PM (local time) via email to MontevideoProcurement@state.gov.
- Pricing: Must detail venue rental, catering per person (with/without dessert), optional cake, and any additional fees. VAT must be stated separately. Prices must be valid for at least 60 days.
- Evaluation Criteria: Award will be made on a Lowest Priced Technically Acceptable (LPTA) basis. Technical acceptability will consider venue suitability, menu/service adequacy, staffing levels, experience, quotation clarity, and security. Food tasting or sample presentations may be requested.
Additional Notes
Offerors must clearly state cancellation terms, the deadline for final guest count confirmation, and any penalties. The final guest count will be confirmed no later than five calendar days prior to the event, with a +/- 5% variation accommodated without price renegotiation.