Event Decorating Services

The American Embassy in Nassau, The Bahamas has a requirement for the decorating services for American Independence Day Event. If you are interested in the solicitation, you must be technically qualified and financially responsible to perform the work. At a minimum, each Offeror must meet the following requirements when submitting their proposal: o Be able to understand written and spoken English; o Have an established business with a permanent address and telephone listing; o Have the necessary personnel, equipment and financial resources available to perform the work; o Have all licenses and permits required by local law; o Meet all local insurance requirements; o Have no adverse criminal record; o Have no political or business affiliation which could be considered contrary to the interests of the United States; o Have good experience and past performance records; and o Identify specialized experience and technical competence required to complete the work in accordance with this solicitation. Please ensure that you follow all instructions regarding the proper submission of a proposal. Purchase Request Name: 4J26 - Decorations and Rentals Statement of Work: "Provide comprehensive decoration, furniture, and equipment rental services for the U.S. Embassy Nassau Fourth of July celebration themed 'American Icons' for 1,200 guests on June 26, 2026, utilizing the outdoor space at the U.S. Embassy in Nassau. Theme and Design: Event theme: American Icons featuring iconic American cities and landmarks Color scheme: Red, white, and blue with metallic accents (gold, silver) Design aesthetic: Patriotic Chic - sophisticated, elegant patriotic styling with modern touches Featured Cities and Iconic Structures: The decorator/designer shall showcase the following cities with their iconic structures provided by JCNP Group A Junkanoo Groups throughout the venue: New York City - Statue of Liberty Philadelphia - Liberty Bell and LOVE Sign Saint Louis - Gateway Arch Atlanta - Modern Peach Statue Texas - Dallas Cowboys emblem Los Angeles - Hollywood Sign Seattle - Space Needle Washington D.C – Washington Monument Coconut Grove, FL – Nassau Daddy Peacock National Symbols - American Flag and Freedom 250 logo These elements shall be incorporated into décor, signage, centerpieces, photo opportunities, and display areas throughout the venue. Venue Spaces to be Created: The following distinct spaces shall be designed and decorated within the outdoor Embassy grounds: Check-in Area – Replica of car rental check-in counter Lounge Areas - Multiple comfortable seating zones with sophisticated furniture Entertainment Spaces - Areas for live performances, photobooths, and caricature drawings Food Stations - Multiple themed food service areas Eating Areas - Formal and informal dining spaces Display Areas - Showcases for the featured cities and iconic structures SECTION A: Decorative Elements Flags and Patriotic Décor: (All items to be provided by U.S. Embassy Nassau for placement throughout the venue by the decorator) American flags: 40 large (3'x5'), 30 small (12"x18") on stands Bahamian flags: 15 large (3'x5') for diplomatic protocol Bunting: 300 linear feet in red, white, and blue Lighting: String lights: 1,500 feet for perimeter, pathways, and lounge areas Uplighting: 30 units for trees, architectural features, and iconic structure displays Pathway luminarias: 150 units Accent lighting for city showcase displays: 15 spotlights Centerpieces and Table Décor: Table centerpieces: 50 arrangements incorporating American Icons theme and city elements Table runners or overlays: 50 in patriotic colors with metallic accents Votive candles or LED candles: 150 units Additional Specialty Décor: Themed props and/or models related to American Icons and featured cities Centerpieces for VIP area and main entrance incorporating city themes Decorative elements for each food station reflecting different cities Climate Control: Misting stations: 6 units around perimeter and lounge areas Portable fans: 12 additional units for circulation in eating and entertainment areas Cooling solutions for outdoor conditions suitable for 1,200 guests SECTION C: Furniture Rental Check-in – 3 Counters Stanchions: 6 units (2 per counter) Chairs 6 (2 per counter) Lounge Area Furniture: (Quantities to be determined by space available for each longe area) Elegant sofas in white, navy, or red Lounge chairs/armchairs coordinating with sofas Coffee tables (various sizes) Side tables Ottomans or poufs All lounge furniture should reflect American Icons aesthetic Seating for Opening Ceremony: Chiavari chairs or elegant folding chairs: 100 for seated area in front of the stage 8 Chairs for platform guests 10 - 15 High Boy Tables Bar stools: 20 - 30 for High Boy tables (30" height) Seating for Eating Areas: (Quantities to be determined by space available for each city themed eating area) Bench seating (6' length) High Boy Tables Bar Stools Tables: (Quantities to be determined by space available for each city themed eating area) Cocktail tables (42" high) Dining tables (60" round) Rectangular tables (6') Display tables for city showcases(various sizes) with elegant coverings Linens: Tablecloths for all tables in red, white, blue, or white with optional metallic accents Cocktail table covers in Patriotic Chic styling Buffet and food station table linens Display table linens Red carpet: 30 feet for entrance Stanchions with velvet ropes: 12 sets (red, white, or blue ropes) Receiving line backdrop: 12'x8' with Embassy seal, American flag, and Freedom 250 logo SECTION D: Guest Experience Elements VIP/Diplomatic Lounge Area (Multi-Purpose Room): (Quantities to be determined by space available) Elegant furniture grouping: sofas, armchairs, coffee tables, side tables VIP lounge décor incorporating American Icons theme Accent lighting for VIP a…