u.s. consulate general, karachi. …...u.s. consulate general, karachi. 4 rfq pr7899300 -khi mgt...

U.S. CONSULATE GENERAL, KARACHI.

1 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019

AMENDMENT001 U.S. Consulate General

Karachi, Pakistan

Date: December 14, 2018

Questions:

1. In RFQ PR7899300 (Page # 2), ‘’ENTRANCE RECEIVING LINE SETUP’’ you have

mentioned that ‘’Two Panorama backdrops (15 ft. by 12 ft.)’’, please advise would it be

designed under subject Contract or you have separate contract for that.

a. Entrance is always part of the contractor’s décor theme. We have the idea as welcoming

banner. The banner with logos is a separate contract, not mentioned in this SOW.

2. In RFQ PR7899300 (Page # 3), ‘’Car show are’’ you have mentioned that ‘’billboards for

sponsoring companies in between cars’’, please advise would it be designed under subject

Contract or you have separate contract for that?

a. Not necessarily billboard, rather a plaque to display details of each car exhibited. It could

be a thematic standee with basic information on the car in front.

3. In RFQ PR7899300 (Page # 3), ‘’Six Themed station décor’’ you have mentioned that

‘’each with themed banner, pennant flag bunting (strung between palm trees)’’, please advise

you meant flag buntings for each individual state mentioned there or US flag bunting? And

what would be the size of distinct backdrop? Which I believe would be set between every 02

palm trees according to that particular state theme?

a. Please utilize your own quality designs however using the idea to make each stall as a

mini portal of each state with banners announcing/advertising its type.

b. Distance between two palm trees is roughly 10ft. The stall table could be at a height of

4ft., while wide at caterer’s convenience on idea of décor.

4. Stage, sound lighting is a separate contract, not part of this RFQ

5. Stage carpeting to be covered under subject contract.

6. Fairy lighting as a décor portion of proposal, not a separate/mandatory requirement.

7. Number of cocktail tables upped from 17 to 24.

8. Flower arrangement could be colors ranging from white, blue and red.

9. No carpet path for marine parade.

10. Food tasting to be called in with the lowest bid on December 24th.

11. 4 member tech evaluation panel will visit the lowest bid company on Dec 28th at

1200hrs for food and service evaluation – 50% décor/service, 50% food.



U.S. Consulate General

Karachi, Pakistan

Date: November 30, 2018

To: Offeror Page 1of 12

Request Number: PR7899300

From: Procurement & Contracting Department


Plot No- 3, 4, 5, New TPX, Area

Mai Kolachi Road

Karachi, Pakistan.

E-mail: [email protected];

_________________________________________________________________________

The U.S. Consulate General Karachi has a need for catering with décor set-up and services for our

President’s Day Celebration, to be held on February 15, 2019. We request that your company provide a

price proposal with design that would meet the following requirements:

Location/Venue: U.S. Consulate General, Karachi at Mai Kolachi Road.

Date: February 15, 2019

Type of Function: Reception – Standing style with lounge areas

Theme: Route 66

Official Timing: 19:00-21:00.

Attendance: 800 – 900 guests.

Important Dates:

Site Visit at US Consulate General, Karachi (Mai Kolachi Rd) scheduled on December 11 at

10:30am. Given in your details for security access no later than December 05 2018.

Name, NIC/Passport number, Vehicle details (color, make, model, license plate number)

Submission of proposal 1200hrs December 19, 2018.



Food and Service Evaluation and presentation of theme decoration proposals TBD (date to be

scheduled in January).

Meetings on site will be held weekly starting contract award.

Set-up starts on Feb. 5.

ENTRANCE RECEIVING LINE SET-UP:

Red Carpet from gate to lawn, thick material, red color with or without design

Two Panorama backdrops (15 foot by 12 foot) SEE DETAILS BELOW

Photo booths should be set next to backdrops with funny large glasses, American hats, and other

American related items).

GENERAL SETUP/ FOOD (Combination Buffet & Pass around service) & BEVERAGE

SET-UP:

Please see the image below with a birds-eye view of the layout. The location of the buffet, stage,

bar, car show, red carpet, entry point, route 66 stops are fixed. Lounge area can shift if needed.

Event will include stops to visit (pass around food/décor) as well as a Pakistani buffet set up for

not-to-exceed 1000 guests.

17 Cocktail Tables draped with red/white and blue cloths tablecloths (fabric sample to

be provided to Consulate prior to event set-up) using the red, white, and blue color

combination with centerpieces.

One large 360-degree Bar (27 feet x 11 feet) with Bartenders (All alcohol will be

provided by United States Government.) Bars should be a dark wood base with red,

white, & blue bunting at the bar top edge. There should be minimum 8 staff at the bar- or

as advised by vendor.

o Complete bar set-up with Ice Cubes/ Cooling Ice/ Ice Buckets/ Bottle Opener/

Tubs/ Cocktail napkins/Ice tongs/Straws/Stirrers

o Complete Glassware and stemware appropriate for a variety of drinks including,

but not limited to, wine, mixed drinks, water, and soda.

o Ashtrays

Buffet Table (Pakistani options) with skirting accented by red/white/blue theme blend

o Crockery and Cutlery

o Chafing dishes with sterno to keep food warm

o Serving utensils appropriate to each dish

o Linens, plain white

o Napkins, plain white



o Pantry Shamiana tent

5 Food Stalls (Multiple American dishes (see below) served as passed appetizers in five

distinct areas in the venue) with skirting accented by red/white/blue theme blend

o Cocktail napkins

o Serving Trays

o Themed toothpicks for serving

And any other food/bar equipment needed to provide service for number of guests

One lounge areas with seating for 25-40. The seating should be low

seats/benches/couches or acceptable substitute. Please see examples below.

Décor for the grounds:

o Outside Check-in – Small décor on theme – Welcome to Route 66 sign, stack of

tires, orange road cones, balloons – two bunches – 9 balloons each in red, white

and blue

o Car show area – Route 66 sign for each car detailing car and where it is made.

Also sign for Harley Davidson Motorcycles, fairy lights in 18 trees, Billboards for

sponsoring companies in between cars. Must follow Route 66 theme

o Front Door and Receiving Line – 2 Balloon bouquets – 9 balloons each in red,

white and blue, red carpet.

o Bar area Décor – lights for columns, Route 66 themed signs (8) around bar

o Pakistani Buffet Décor – Table bunting in red, white and blue

o Stage and stage area Décor - 1 Panorama Backdrop for stage (36 foot by 12

foot), bunting for stage, lighting for stage, stanchions to block areas, Stage is 36’x

24’ and three feet tall. Stairs with railing on side.

o Six Themed station décor - each with themed banner, pennant flag bunting

(strung between palm trees), distinct backdrop following theme that will be

appropriate for pictures

1. Chicago, IL – Windy City backdrop see below

2. St. Louis, MO - showing arch

3. Oklahoma – showing wide open country

4. Amarillo, TX -

5. Sante Fe, NM

6. Los Angeles, CA

o Additional Décor – possible tires and orange road cones for accents, extra bunting

for donor tables (unknown at this time)

FLORAL ARRANGEMENTS – All with Red/White/Blue



2 x front facing floral arrangements for stage with red white and blue accents

Red White and Blue themed Floral Arrangements at the Receiving line area

17 centerpieces for cocktail tables. The centerpieces should be a floral arrangement

(white flowers) sitting in a clear globe vase, no higher than 8 inches in total height. (See

examples below)

SERVICE STAFF & UNIFORMS:

Uniform for waiters exclusively for this National Day celebration. Please have idea on

design ready within proposal.

o The uniforms need to include red, white, and blue accents.

o Dark pants, white shirts are required in the uniform proposals.

VIP Services by professional waiters (minimum 60 waiters or as advised by vendor)

FOOD:

Stall 1 – Chicago, IL - Hors D’ Oeuvres/Pass around

Chicago Style Hotdogs (2-bite size) - yellow mustard, sweet green pickle relish,

onion, tomato wedges, pickle spear, sport peppers, and celery salt.

Deep Dish Pizza

Stall 2 – St. Louis, MO - Hors D’ Oeuvres/Pass around

Burnt Ends served on toothpicks

Ice Cream Cones

Stall 3 – Oklahoma - Hors D’ Oeuvres/Pass around



Fried Okra – Live frying served in small paper cups with toothpicks (vegetarian)

Fried Pies (apple filling-touch of cinnamon) – small size

Fried Chicken (no bone) Nugget size with comeback dipping sauce (toothpicks)

Stall 4 – Amarillo, TX - Hors D’ Oeuvres/Pass around

BBQ Brisket Sliders – 2 bite size (St. Louis style BBQ sauce)

Texas Caviar (vegetarian option – black-eyed peas, tomato, onion, jalapeno,

cilantro served in tortilla chip cups



Stall 5 – Santa Fe, NM - Hors D’ Oeuvres/Pass around

Chili Relleno Squares (vegetarian option with green chili and cheese)

Bite size Fish tacos – two bite size – mini tortilla, fish, cabbage, salsa, onion,

cotija cheese

Stall 6 – Los Angeles, CA - Hors D’ Oeuvres/Pass around

Hamburger Sliders – two bite size – Lettuce, tomato, onion, cheese

Cobb Salad on a stick



Pakistani Buffet

Pakistani Salad

BBQ Prawns

BBQ Chicken

Lamb Kebob

Beef Kefta

Yogurt Sauce (Raita)

Naan

Chocolate and Vanilla Cake 25 lbs. (Complimentary by the Hotel) with cake

trolley/table having white skirting

Detail 1: Examples of lounge seating, centerpiece and lanterns for Décor



DETAIL #2: Examples of centerpieces for cocktail tables.

Sign Detail #1

Each sign could have the different town and state but keep the route 66

Sign Detail #2

Note the shape of the sign. This is the road sign shape that could be used throughout.



Could use these type of signs to denote areas.

Interactive elements – Backdrops, should reflect each stop, be unified by theme and be a size good for

photos. These are examples. Select one style and all should follow.



SITE PLAN:



Prices:

TAX: Your prices shall be duty/tax free. U.S. Consulate General Karachi will neither deduct nor

pay any tax for this service.

Inspection & Acceptance:

A Government representative will inspect the service(s) delivered to determine the quality and

acceptability. Substandard services/products shall be unacceptable at vendor’s expense.

Payment Terms:

Payment will be made within 30 days through Electronic Funds Transfer (EFT) upon complete

delivery to the US Consulate General, Karachi and submission of legitimate invoice to Financial

Section after delivery, and submission of receipt.

SUBMISSION OF INVOICE:

Each invoice shall include vendor invoice number, purchase order/contract number, date issued,

brief description of supplies/services provided, quantities, unit and total price, and signed by the

signing authority.

Invoices must be routed to:

1. One original invoice in pdf format to the Financial Management Center to

[email protected]

2. One copy clearly marked “DUPLICATE Copy for Proc & Contracting.

[email protected]

Although email is the preferred method, invoices may also be submitted by mail (do not send

electronically if you mail the invoice to the following address to avoid duplication):

Karachi Fiscal Office


Plot No- 3, 4, 5, New TPX Are

Mai Kolachi Road

Karachi

For payment related queries contractor will contact Karachi Fiscal Office

mailto:[email protected]



[email protected]. Contracting Officer takes no responsibility for payment and/or

associated queries.

Contract Clauses:

FAR & DOSAR (attached) clauses will apply to this purchase order. These clauses can be

accessed through following link:

http://aopepd.a.state.gov/Content/documents/overseas_comm-item-fac-2005-36.docx

52.249-2 Termination for Convenience of the Government (Fixed-Price)

(MAY 2004) Alternate I (APR 1984)

52.212-4 Contract Terms and Conditions--Commercial Items (May 2018)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--

Commercial Items (Feb 2018)

Offer Due Date:

1. Please submit your quote on or before December 19, 2018 to Procurement Contracting

Officer, U.S. Consulate General Karachi, or via Email to following email addresses:

[email protected]

No quote will be acceptable after the due date.

2. Please prepare a quotation on your company letterhead in accordance with the requested

details of this RFQ.

3. Please provide reference of our Request Number PR6976975 in all your correspondence

regarding this request for price quotation

mailto:[email protected]

u.s. consulate general, karachi. …...u.s. consulate general, karachi. 4 rfq pr7899300 -khi mgt...

Documents