Turnkey Event Management and Production Services for the American Thanksgiving in Singapore Festival 19SN1026Q0024

This is a pre-solicitation notice only. The solicitation is not available at this time. Quotations submitted in response to this notice will not be accepted. The U.S. Department of State, U.S. Embassy Singapore, intends to issue a Request for Quotations for turnkey event planning, production, and management services for the inaugural American Thanksgiving in Singapore Festival. The public festival is tentatively planned for November 2026 at Jewel Changi Airport, Level 4. The event will be designed to accommodate an anticipated attendance of at least 1,000 people. It is expected to include multiple activity zones, American corporate partners, exhibitors, entertainment, food and beverage activations, and interactive experiences highlighting American Thanksgiving, American culture, and American food ingredients and products. Scope of Requirement The contractor will serve as the single point of responsibility for the successful planning, coordination, production, execution, and closeout of the festival. The contractor will furnish all personnel, supervision, project management, equipment, materials, supplies, transportation, production services, subcontractors, vendor coordination, licenses, permits, approvals, and other resources necessary to deliver a complete and fully operational event, except for any property, services, facilities, or information expressly identified in the solicitation as Government-furnished. Required services are anticipated to include, but are not limited to: - Event concept development, design, and planning - Venue and stakeholder coordination - Project and production management - Staging, audiovisual, lighting, sound, and technical production services - Event logistics, setup, teardown, and waste removal - Exhibitor, sponsor, vendor, and subcontractor coordination - Entertainment and programming coordination - Food and beverage activation coordination - Marketing and promotional support - Registration, attendance, and guest-flow management - Health, safety, security, and emergency planning - On-site event operations and staffing - Required licenses, permits, registrations, and approvals - Post-event closeout and reporting - On-Site Management and Subcontractor Control The prime contractor must provide active, on-the-ground management in Singapore and retain overall responsibility for all subcontractors, vendors, and suppliers. The prime contractor shall designate an experienced on-site event manager with authority to direct the work, control subcontractor performance, commit contractor resources, resolve operational issues, and coordinate directly with the Contracting Officer’s Representative and other event stakeholders. The on-site event manager must be available in Singapore for required planning meetings, site visits, rehearsals, setup, event execution, teardown, and closeout activities. The event manager must be continuously present at the event site during setup, rehearsals, public operating hours, and teardown. The prime contractor may subcontract portions of the work but may not delegate its overall management, supervision, quality-control, or contractual responsibilities. The prime contractor will remain fully responsible for the performance, conduct, safety, quality, and timely delivery of all work performed by its subcontractors, vendors, and suppliers. The solicitation will require quoters to identify their proposed on-site event manager and provide information concerning the individual’s qualifications, authority, availability, and experience managing comparable events. Quoters will also be required to describe their proposed staffing structure and approach to managing subcontractors and vendors. The final solicitation will contain the complete performance requirements, deliverables, evaluation criteria, quotation instructions, and applicable terms and conditions. Contract and Award Information The Government anticipates awarding a firm-fixed-price contract. The Government intends to evaluate quotations and make an award without discussions. Therefore, each quoter should submit its best terms in its initial quotation. Information regarding any pre-quotation conference or site visit, if applicable, will be included in the solicitation. All responsible sources may submit a quotation in accordance with the solicitation, which the Government will consider. System for Award Management Registration Quoters must have an active registration in the System for Award Management at SAM.gov when submitting a quotation and at the time of contract award. SAM registration is free. Prospective quoters are encouraged to begin the registration process early because registration may take several weeks to complete. Registration assistance is available through the Federal Service Desk. Authorization to Perform in Singapore Because contract performance will take place in Singapore, the contractor must be legally authorized to operate and conduct business in Singapore. The contractor must possess all licenses, permits, registrations, approvals, and professional or technical qualifications required to perform the contract. The solicitation will include Department of State Acquisition Regulation clause 652.242-73, Authorization and Performance (AUG 1999). Under this clause, the contractor will be required to warrant that it: - Has obtained authorization to operate and conduct business in Singapore - Has obtained all licenses and permits necessary to perform the contract - Will comply fully with all applicable Singapore laws, decrees, labor standards, and regulations throughout contract performance If a subcontractor or joint-venture partner will perform any portion of the work, that entity must also satisfy the applicable authorization, licensing, permitting, and legal-compliance requirements. The contractor will be responsible for obtaining and maintaining all required authorizations, registrations, licenses, permits, and approvals at no additional cost to the Government. The apparent successful quoter shall provide evidence of the required business authorizations, licenses, permits, registrations, and technical qualifications upon request by the Contracting Officer and before contract award. Electronic Submission Instructions for submitting quotations electronically will be included in the solicitation. Quotations submitted in response to this pre-solicitation notice will not be accepted. Other Information Prospective quoters may refer to the following Singapore Government resources: Accounting and Corporate Regulatory Authority: https://www.acra.gov.sg Ministry of Manpower: https://www.mom.gov.sg