Tenting Services for Independence Day Celebration - U.S. Embassy Bern

RFP Description

Location: Bern. SOLICITATION FOR TENT RENTAL SERVICES U.S. Embassy Bern, Switzerland Solicitation Number: 19SZ2326P0485 Issue Date: 06/02/2026 Response Deadline: June 17, 2026, 5:00 PM CET Contract Type: Firm Fixed Price Estimated Value: Approximately CHF 50,000 1. SCOPE OF WORK The U.S. Embassy in Bern, Switzerland, is issuing this solicitation for the rental only of high-quality tent infrastructure and related services for an official VIP event at the Ambassador's Residence in Bern on July 2, 2026. IMPORTANT: This solicitation is for RENTAL SERVICES ONLY. Vendors offering tent sales will not be considered. 1.1 Required Tent Specifications The contractor shall provide the following tent rental equipment: Main Reception Tent: 8 meters 27 meters Stage Tent with Stage Platform: 5 meters 10 meters (including stage structure) Secondary Dining/Service Tent: 8 meters 12 meters Pagoda-Style VIP Tent: 6 meters 6 meters 1.2 Equipment Standards All tents and equipment must be: VIP-quality: Suitable for high-level diplomatic events Clean and well-maintained: Free from stains, tears, odors, or visible wear Structurally sound: Durable and weather-resistant Complete with necessary accessories: Including but not limited to flooring, sidewalls, weather protection, anchoring systems, lighting fixtures, and [INSERT ANY ADDITIONAL REQUIREMENTS: e.g., climate control, specific color schemes, etc.] 1.3 Installation and Removal Schedule Setup begins: June 30, 2026 Setup completion deadline: July 1, 2026, end of business day Event date: July 2, 2026 Dismantling: July 3, 2026 The contractor must coordinate all setup and dismantling activities with the Embassy's Contracting Officer, Mr. William Sands. 2. MANDATORY ELIGIBILITY REQUIREMENTS Failure to meet ALL of the following requirements will result in automatic disqualification: 2.1 Licensing and Legal Authorization Must be licensed and legally authorized to operate commercial tent rental services in Switzerland Must provide proof of current business registration in Switzerland 2.2 Specialized Personnel Must employ at least one (1) certified Zeltmeister (Tent Master) on staff The Zeltmeister must be present during all setup and dismantling operations Proof of Zeltmeister certification must be submitted with quotation 2.3 Experience Must demonstrate experience providing tent rental services for large-scale events (minimum 200+ attendees) Must provide at least three (3) references from similar events within the past 24 months 2.4 Insurance Requirements Must maintain current and valid liability insurance with minimum coverage of CHF 1000000.00 million Must provide certificate of insurance with quotation Insurance must cover property damage, personal injury, and contractor operations 2.5 Regulatory Compliance Must comply with all applicable Swiss federal, cantonal, and municipal laws and regulations, including but not limited to: Building and construction codes Fire safety regulations Occupational health and safety standards Environmental protection requirements Contractor is solely responsible for obtaining any and all required permits, approvals, or authorizations from Swiss authorities Contractor must provide documentation of all permits with quotation or prior to contract award 3. STATEMENT OF WORK 3.1 Contractor Responsibilities The contractor shall: Provide all equipment specified in Section 1.1 and 1.2 Deliver, install, and anchor all tents and equipment at the Ambassador's Residence, Bern Ensure structural integrity and weather resistance of all installations Coordinate site access with Embassy personnel Provide on-site supervision by certified Zeltmeister during setup and dismantling Conduct safety inspections and provide written certification of structural safety prior to event Maintain equipment in clean, functional condition throughout rental period Provide emergency contact available 24/7 during rental period Dismantle and remove all equipment, leaving site in original condition Dispose of waste in accordance with Swiss environmental regulations 3.2 Government Responsibilities The U.S. Embassy will: Provide site access at agreed-upon times Designate a Contracting Officer's Representative (COR) for coordination 4. QUOTATION REQUIREMENTS Interested vendors must submit the following by the response deadline: 4.1 Technical Proposal Company Information: Legal business name and registration number Physical address and contact information Years in business providing tent rental services in Switzerland Qualifications Documentation: Proof of Swiss business license Zeltmeister certification(s) Certificate(s) of insurance Three (3) references from comparable events (include contact name, phone, email, event date, and description) Technical Approach: Detailed description of proposed tent equipment (include photos if available) Site plan showing proposed tent placement (if site visit conducted) Setup and dismantling timeline Staffing plan (number of personnel, roles, Zeltmeister assignment) Safety and quality assurance procedures Emergency response plan Regulatory Compliance: List of all required permits and current status Confirmation of compliance with all Swiss regulations 4.2 Price Proposal Submit a Firm Fixed Price quotation in Swiss Francs (CHF) including: Line-item pricing for each tent specified in Section 1.1 Pricing for all associated equipment (flooring, sidewalls, stage, etc.) Labor costs (delivery, installation, supervision, dismantling, removal) Permit and regulatory compliance costs Any other costs (specify) TOTAL PRICE (all-inclusive) Note: Price must include all costs. No additional charges will be accepted. 4.3 Submission Instructions Submit quotations via email to: bernGSOcontracting@state.gov Subject Line: Solicitation 19SZ2326P0485 Tent Rental Services Deadline: June 17, 2026, 5:00 PM Central European Time (CET) Late submissions will not be considered. 5. EVALUATION AND AWARD 5.1 Evaluation Criteria Quotations will be evaluated based on: Compliance with mandatory eligibility requirements (Pass/Fail) Technical capability and quality of proposed equipment (40%) Experience and qualifications (30%) Price reasonableness (30%) 5.2 Award Award will be made to the responsible vendor whose quotation represents the best value to the U.S. Government. The Government reserves the right to: Reject any or all quotations Waive minor informalities Request clarifications Conduct site visits or interviews Award without discussions 6. TERMS AND CONDITIONS 6.1 Contract Type Firm Fixed Price 6.2 Payment Terms Payment will be made in Swiss Francs (CHF) within 30 days of receipt of acceptable invoice and satisfactory completion of services. 6.3 Invoicing Invoice must include: Contract number Description of services provided Total amount due Banking information for electronic funds transfer Submit invoices to: berndbo@state.gov 6.4 Governing Law This contract shall be governed by U.S. Federal Acquisition Regulation (FAR) and applicable Swiss law where services are performed. 6.5 Liability Contractor assumes full liability for any damage to property or injury to persons resulting from contractor operations. 6.6 Cancellation The Government may cancel this contract with two weeks notice. Cancellation fees shall not exceed 50% of contract value. 7. POINTS OF CONTACT Contracting Office: Email: bernGSOcontracting@state.gov Technical Questions: Email: bernGSOcontracting@state.gov