Event Decorating Services

The U.S. Embassy in Nassau, The Bahamas is soliciting proposals for comprehensive event decoration services for its Fourth of July celebration on June 26, 2026, themed “American Icons” and designed to accommodate 1,200 guests in an outdoor venue. The requirement includes the design, rental, installation, and removal of decorative elements, furniture, lighting, misting systems, climate-controlled tents, flooring, signage, and infrastructure, all aligned with a “Patriotic Chic” aesthetic featuring red, white, blue, and metallic accents. Vendors must submit detailed design renderings, mood boards, floor plans, sample centerpieces, and city showcase mockups by specified deadlines leading up to the event, with final setup completed by June 26 at 2:00 PM and breakdown occurring on June 27. Proposals are due no later than June 15, 2026, and late submissions will not be accepted. The award will be made using a trade-off approach, prioritizing best value over lowest price, with evaluation weighted toward creative alignment with the theme (35%), budget and value (25%), quality of rental items (20%), demonstrated experience with large-scale diplomatic outdoor events (15%), and logistics planning (5%). Non-weighted compliance requirements include adherence to U.S. Embassy security protocols, submission of a weather contingency plan, a sustainability strategy, coordination with Embassy personnel, and a $2 million liability insurance certificate. The contracting office is located in Washington, DC, and all performance must occur at the Embassy in Nassau. Vendors must ensure compliance with Bahamian laws and obtain any required local permits, and U.S. companies are advised to review requirements at www.bahamas.gov. There are no options for extension, mobilization payments are prohibited, and final payment will be made via Electronic Funds Transfer within 30 days of successful completion and invoice approval. No formal FAR clauses, CAGE codes, UEIs, or socioeconomic certifications are required, and pricing is to be proposed by offerors with no pre-established contract value.