Event Services

Procurement Mission UK

Please note this is not a request for quotation (RFQ); this is for pre-solicitation / informational purposes only. No awards will be made based on responses received to this notice.

If a requirement for goods or services you have indicated you can provide occurs in 2022, you will be sent the RFQ package and invited to participate in the solicitation.

The U.S. Embassy London holds a number of indoor and outdoor receptions and gatherings each year which require a variety of services from suitably qualified contractors, including but not limited to catering, sound and lighting, provision of marquees, and provision of theming and décor.  Events will strictly adhere to both the US and UK health and safety guidance applicable at the time in order to ensure a safe and healthy environment for both attendees and contractors. Contractors will be asked to supply documentation demonstrating that they are fully compliant with the current US and UK guidance.

Although these events are frequently held in the London area, events may also be held in other locations in the United Kingdom.  Therefore, suitably qualified contractors throughout the United Kingdom who offer the following services are invited to respond to this advert, stating which services they would be interested in providing and in which geographical area(s) they operate, should the U.S. Embassy have a future requirement:

  • Provision of catering and related services, including but not limited to provision of catering and waiting staff, hire of crockery and linens
  • Provision of marquees
  • Provision of staging
  • Provision of sound
  • Provision of lighting
  • Provision of low altitude firework displays
  • Provision of theming and décor
  • Provision of event management
  • Provision of furniture for temporary hire
  • Provision of electrical service/generators
  • Provision of portable toilet and washroom facilities
  • Provision of mobile refrigeration and freezer units
  • Provision of golf carts for temporary hire
  • Provision of security barriers
  • Provision of waste/recycling removal
  • Provision of temporary surfaces for access and ground protection

If there is a requirement for any of the above services in 2022, respondents to this advert will be contacted with the Government’s RFQ and details of when and where a site visit will be held, should one be applicable for the requirement.

All awards to contractors are made to the lowest priced technically acceptable offeror who is a responsible contractor. The Government may award a Purchase Order / Contract based on an initial offer without discussion. Any awards made are firm fixed price type agreements, and payments for services will be made after the event based on quantities and unit prices only to the extent specifically provided in the contract.  Contractors should submit invoices for payment after full completion of the services. Payment is made by electronic funds transfer to contractor’s bank account.

It is mandatory for all contractors receiving an award valued at $30,000 USD or greater be registered in the System for Award Management (SAM) Database www.sam.gov   prior to contract award pursuant to FAR provision 52.204-7.  The website compiles standard information such as company legal name, street address, contact information, and the kinds of goods and services offered. To register in SAM, a DUNS number and a NCAGE code are required. There is no cost involved, neither in obtaining the DUNS number, NCAGE code, nor to register in SAM. Therefore prospective offerors are encouraged to register prior to the submittal of quotations/proposals to avoid any delay in making a future award.

Contractors interested in being included in a future RFQ for any of the above services during 2022 should contact the London Procurement Team at the following email address: LondonProc@state.gov  Please use the subject line “Provision of event services” and include the following information clearly within the body of the email:

  • Company Name and full business address
  • The service/services which can be provided
  • The area/areas of the country where the service/services can be provided
  • Contact name, email and telephone number of the person or persons who should be sent any RFQ documentation

Only companies/Individuals specializing in these fields should apply.

The full advert including contact details can be downloaded here as a PDF (1-page, PDF 150 KB).

Solicitation Number               NA
Advert Closing Date               COB (17:00 GMT)  on  | December 20, 2021


Registration in SAM

System for Award Management

It is now compulsory for all companies doing business with the U.S. Government valued over $30,000 to register on a website called “SAM – System for Award Management” at www.sam.gov
The website compiles standard information such as company legal name, street address, contact information, and what kind of goods and services it offers.

To register in SAM, a DUNS number and a NCAGE code are required. If you do not have this information, it will have to be obtained before registering. There is no cost involved, neither in obtaining the numbers, nor registering in SAM.

Interested parties are strongly encourage you to register their business as soon as possible to avoid any delay in making an award to the successful bidder. Please note individuals are exempt from SAM registration.

Further information as to how to register in SAM can also be obtained on request from londonproc@state.gov