2026 Catering service for the Independence Day celebration

Questions & Answers / Clarifications

This document provides clarifications and answers to questions submitted by potential bidders regarding the RFQ for the 2026 Independence Day Celebration Services.

• Visual Barrier: The check-in area visual barrier should be approximately 2 meters tall and 35 meters long. The size and design are open to interpretation, intended to screen views of apartment buildings.
• Catering Scope: Food stations are part of the base scope. Offerors can propose complementary food stations as optional add-ons. Champagne and seafood stations are optional (CLIN 15), and other complementary stations can be included while considering the avoidance of lines.
• Beverages: The Embassy ideally will provide all drinks, but if donated beverages are insufficient, the caterer must be prepared to provide them. Pricing for beverages should be a separate, scalable item.
• Power Supply: Electrical outlets will be available during the installation period (June 23-30) for low-consumption activities. Generators are only required for the day of the event.
• Restrooms: Restroom facilities will be available on the compound for the installation crew.
• Stage: The stage must accommodate 25 musicians.
• Color/Branding: Adherence to provided color/branding guidelines is required, with development encouraged as long as it remains faithful to the intent.

These clarifications refine requirements related to the visual barrier, catering, beverage provision, power supply, and stage specifications. Bidders should review these answers to ensure their proposals accurately reflect the clarified scope and requirements.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for catering services for the U.S. Embassy Lima's 250th Independence Day celebration on July 1, 2026. The event will take place from 1830 to 2230 hours at the Embassy compound.

• Provision of all labor, materials, equipment, and supervision for the event, including infrastructure, catering, staffing, and cleanup.

• Planning/Design: Upon award through June 10, 2026.

• Installation: Week prior to event (June 23-30, 2026).

• Event Date: July 1, 2026.

• Removal/Cleanup: Starting July 2, 2026.

• Expected attendance: 2,000-3,000 guests.

• Scalable services and pricing based on final attendance.

• Event layout design based on pre-proposal site visit.

• Tenting and temporary structures (approx. 4,330 m² footprint, not full coverage).

• Base stage (required): 10m x 5m with 1m height, suitable for remarks and live performances.

• Optional expanded stage.

• Dance floor: approx. 650 m², suitable for outdoor use.

• Furniture: Seating for approx. 650 guests, lounge furniture, high-top tables.

• Catering Equipment and Supplies.

• Food: 8 varieties of passed hors d'oeuvres, 2 main course options, accommodation for dietary restrictions, quantity adjustments up to 14 days prior.

• Drinks: Service for 2,000-3,000 guests with minimal wait times.

• Staffing: Scalable to attendance, estimated 20-30 bartenders, 1 server per 20 guests, 4 maître d'.

• Event Décor: Suitable for a formal outdoor reception, consistent with the 250th anniversary.

• Waste Management and Cleanup: Manage waste during the event, remove materials post-event, restore site.

• VIP Area: For approx. 200 guests, including seating, partial tenting, dedicated food and bar service, minimal wait times.

• Check-In Area Visual Barriers: Approx. 120 ft x 40 ft.

• Green Room: For approx. 20-40 persons, with refreshment station and restricted access.

• The procurement will result in one or more Purchase Orders (PO), not a formal contract.

• Payment Terms: Net 30 days upon satisfactory receipt of goods and invoice.

• Quotations are due by April 30, 2026, at 10:00 hrs.

• Proposals must be in English.

• Submission: Electronically to Mr. Patrick McElroy (mcelroyph@state.gov) with a copy to Mrs. Caterina Cicirello (cicirellocl@state.gov).

• File format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size: Must not exceed 30MB per file; separate emails for larger submissions.

• Required submission components: Completed SF-1449 (cover page, blocks 17a, 30a, 30b, 30c), price breakdown, information requested in Section 3, proof of SAM Registration or NCAGE code and TIN/RUC numbers.

• Quote Validity: 60 calendar days from submission deadline.

• Award will be made on a best value basis, considering: Technical approach, Experience, Price, Design, and complete proposal.

• The Government reserves the right to make multiple awards.

• The acquisition is unrestricted.

• Offerors must be able to understand written and spoken English.

• Must have an established business in Peru for 5 years with a permanent address, RUC, and landline.

• Must have Peruvian local licenses, permits, and insurance.

• All personnel working inside U.S. government facilities must be Peruvian nationals.

• No adverse criminal record or political/business affiliations contrary to U.S. interests.

• A pre-proposal conference and site visit will be held on April 22, 2026, at 15:00 hrs. Contact Caterina Cicirello by April 21, 2026, 12:00 hrs. to arrange entry.

• Questions regarding the RFQ are due by April 24, 2026, 11:00 hrs. Answers will be posted on SAM and the Lima Embassy Contracts Opportunities Section.

• Offerors must complete the Price Breakdown Chart.

• SAM Registration or NCAGE code and TIN/RUC numbers are required.