Venue Decoration Services for the USA Independence Day 250th Anniversary Celebration - U.S. Embassy Panama

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) from the United States Department of State, Embassy of the United States of America in Panama, for Venue Decoration Services for the USA Independence Day 250th Anniversary Celebration.

• Venue decoration services for the 250th Anniversary Celebration.

• Submission must be in MS-Word, MS-Excel, or Adobe Acrobat (pdf) format.

• File size must not exceed 30MB per file; multiple emails may be used if necessary.

• Proposals shall remain valid for 30 days after submission.

• Questions concerning the solicitation are due no later than 2:00 p.m. on April 28, 2026.

• Electronic quotations are due by 10:00 a.m. (local time) on Thursday, May 7, 2026.

• Submissions must include:

  • Completed Standard Form 1449
  • Completed Section 1, Pricing
  • Additional information as required in Section 3
  • Completed Section 5 Representations and Certifications
  • Proof of UEI registration

• Vendors are not required to register in the System for Award Management (SAM) for this solicitation, as per FAR 4.203-1(b)(5)(ii).

• All vendors must comply with FAR 52.204-90, "Unique Entity Identifier and Contractor Reporting."

• Failure to comply with FAR 52.204-90 may result in a nonresponsive quotation.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for Venue Decoration Services for the USA Independence Day 250th Anniversary Celebration to be held on July 2, 2026, at the Biomuseo in Panama City, Panama. The event is scheduled from 7:00 PM to 12:00 AM.

• Decoration Services: Including drapery, decorative fixtures, floral arrangements, and dressing of event spaces (El Salon, Terraza, Prado del Canal) and structures.

• Food and Beverage Station Decoration: Installation and setup of stations with decorations aligned with the event theme.

• Furniture / Furnishings: Including tables, cocktail tables, lounge seating, side tables, and bar stations.

• Portable Restrooms: Provision of climate-controlled, luxury-style portable restrooms (2 units) and single portable restrooms with hand-washing stations (4 units).

• Tents, Cooling Solution, Carpeting and Flooring: Including a large, air-conditioned transparent tent (approx. 15m x 18m) with integrated lighting and hard flooring, and a 6m x 12m tent with cooling solution and lighting for a "Roaring Twenties Lounge."

• Fireworks: A 9-minute waterproof fireworks display at Veracruz.

• Lighting and Electrical: As needed for decoration setup.

• Labor and Installation: Delivery, setup, on-site staffing, and breakdown.

• Additional Services/Other Costs: Any services not otherwise captured.

• Event Theme: "The Golden Age and American Greatness Through the Eras," incorporating white, ivory, gold, deep red, and deep blue colors, with chandeliers, gold accents, and Mar-a-Lago-inspired furnishings.

• Guest Capacity: Approximately 800 guests.

• Venue Spaces: El Salon del Biomuseo (indoor), Terraza del Canal (indoor/outdoor), Prado del Canal (outdoor), and Higueron (outdoor).

• Check-in Areas: Two designated check-in areas (VIP and General) with rope barriers.

• Graphics and Printing: Integration of externally provided graphic fixtures.

• Banquet/Reception Hall: Setup of cocktail tables, limited lounge seating (with signage for mobility-impaired guests), and food/bar stations.

• Roaring Twenties Lounge: Themed lounge setup.

• Installation/Removal: Decorations and equipment to be installed and removed between June 30 and July 3, 2026.

• Contract Type: Firm-fixed-price, non-personal service contract.

• Period of Performance: Event date is July 2, 2026. Installation and removal dates are specified.

• Proposal Submission: Must include a completed SF-1449, detailed floor plans, technical information (images, renderings, video/audio), a list of past clients (last 8 years), evidence of experience in Panama, a portfolio, and a strategic plan for venue decoration services.

• Evaluation Factors: Award will be made to the lowest-priced, technically acceptable, responsible offeror. Evaluation will consider price, technical information, and contractor responsibility (FAR 9.1).

• Key Deadlines: Site visit on April 27, 2026, at 1:30 PM local time. Offerors must submit proposals.

• Offerors must operate an established business with a permanent address and telephone listing in Panama.

• Offerors must provide proof of SAM UEI number.

• Offerors must have demonstrated experience in Panama decorating and furnishing international events, particularly with a U.S. influence and flair.

• Value Added Tax (VAT) is not applicable.

• Offerors must provide a detailed cost breakdown for line items marked with an asterisk.

• Attachments include a map of the venue space, event space layout, and visual reference for decor concept.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items (SF1449) for decoration services for the United States Embassy Panama. The services are specifically for the USA Independence Day 250th Anniversary Celebration.

• Decorations services for the United States Embassy Panama.

• Specifically for the USA Independence Day 250th Anniversary Celebration.

• The solicitation number is 19PM0726Q0009.

• The solicitation issue date is April 23, 2026.

• The offer due date is May 7, 2026, at 10:00 a.m. local time.

• This is an RFQ (Request for Quotation).

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, FAR 52.212-3, and FAR 52.212-5, which are attached.

• The acquisition is currently set aside as UNRESTRICTED.

• The document includes fields for offeror information, delivery details, discount terms, and administrative information.

• Payment will be made by the American Embassy Panama City, Financial Management Office.

• Invoices are to be submitted to the address shown in block 18a unless otherwise noted.