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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.
2 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
U.S. Consulate General
Karachi, Pakistan
Date: November 30, 2018
To: Offeror Page 1of 12
Request Number: PR7899300
From: Procurement & Contracting Department
U.S. Consulate General
Plot No- 3, 4, 5, New TPX, Area
Mai Kolachi Road
Karachi, Pakistan.
E-mail: KRCProc@state.gov;
_________________________________________________________________________
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.
U.S. CONSULATE GENERAL, KARACHI.
3 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
4 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
5 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
6 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
7 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
8 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
U.S. CONSULATE GENERAL, KARACHI.
9 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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.
U.S. CONSULATE GENERAL, KARACHI.
10 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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.
U.S. CONSULATE GENERAL, KARACHI.
11 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
SITE PLAN:
U.S. CONSULATE GENERAL, KARACHI.
12 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
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
KarachiFical@State.gov
2. One copy clearly marked “DUPLICATE Copy for Proc & Contracting.
KRCProc@state.gov
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
U.S. Consulate General
Plot No- 3, 4, 5, New TPX Are
Mai Kolachi Road
Karachi
For payment related queries contractor will contact Karachi Fiscal Office
U.S. CONSULATE GENERAL, KARACHI.
13 RFQ PR7899300 - KHI-MGT-NDE19: Catering and Decor for National Day Event 2019
KarachiFical@state.gov. 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:
KRCProc@state.gov
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
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