Sources Sought and Notice of Intent to Issue a sole source Award – Venue and Catering Support for Official Representational Event – U.S. Embassy Singapore

1. Purpose of this Special Notice

This Special Notice is issued by the U.S. Embassy Singapore to satisfy public notification and market research requirements under FAR Parts 5 and 10, and to announce the Embassy’s intent to issue a sole-source award for venue and catering services in support of an official diplomatic representational event.

The purposes of this notice are to:

1. Identify whether any venue in Singapore is capable of meeting the Embassy’s comprehensive representational, operational, aesthetic, architectural, acoustic, geographic, and regulatory requirements;
2. Provide transparent public notice that the Embassy anticipates only one responsible source will be capable of meeting these requirements; and
3. Document that competition is not feasible and that a sole-source award will result under 41 U.S.C. § 3304(a)(1) and FAR 6.302-1.

This notice is not a solicitation and does not constitute an offer.  No solicitation will be issued, and no competitive procurement will occur.   The Government intends to issue a sole-source award pending completion of market research.

2. Background of the Event

The U.S. Embassy Singapore will host a major official diplomatic representational event commemorating:

• The 250th anniversary of the independence of the United States of America, and
• The 60th anniversary of diplomatic relations between the United States and Singapore.

Participants will include senior U.S. Government officials, Singaporean officials, members of the diplomatic corps, and other invited guests.
The venue selected must reflect the significance of these anniversaries and support the dignity, representational character, ceremonial elements, and security considerations associated with high-level diplomatic events.

3. Scope of Required Services

The Embassy requires a venue in Singapore that:

• Operates as a licensed hospitality establishment;
• Provides licensed in-house catering suitable for a formal diplomatic reception;
• Offers high-quality indoor and outdoor spaces appropriate for speeches, bilateral engagement, and representational programming;
• Offers architectural, aesthetic, acoustic, and environmental qualities suitable for senior-level diplomatic events;
• Offers security arrangements suitable for a large diplomatic gathering;
• Provides space appropriate for potential musical performance by a well-known singer.

External event planners, intermediaries, or catering contractors are not eligible.  Only venues with internal operational capability and licensed in-house catering qualify.

4. Representational and Aesthetic Requirements

Venue suitability will be assessed based on qualitative representational factors essential to mission requirements:

• Representational Prestige.  The venue must provide an atmosphere appropriate for high-level diplomatic engagement and national-anniversary commemoration.

• Aesthetic Suitability. Interior finishes, lighting, décor, landscaping, and overall visual presentation must reflect the dignity and ceremonial profile of the event.

• Architectural Suitability. The venue must include spaces suitable for formal remarks, bilateral interaction, diplomatic greetings, and controlled guest movement.

• Acoustic Suitability.  The venue must allow for:
  • Clear and intelligible speech;
  • Professional sound reinforcement;
  • Minimal echo and ambient interference;
  • Potential live performance of a well-known musical artist.

• Layout and Flow Requirements. The venue must support flexible configurations, guest circulation, and VIP pathways that align with non-public U.S. Government operational and security considerations.

Because these requirements are inherently qualitative, they cannot be defined as measurable technical criteria. Thus:

• Lowest-Price Technically-Acceptable (LPTA) evaluation is impossible,
• Best-Value Tradeoff cannot be conducted, and
• A competitive solicitation cannot be developed without compromising mission needs.

5. Location and Aerial Display Viewing Compatibility

The Embassy is assessing the potential inclusion of an off-site aerial display (e.g., fireworks or drone show). No commitment has been made.

To preserve feasibility:

• The venue must be located in an area of Singapore that is historically compatible with private-event aerial display approvals; and
• The venue must provide clear visibility toward such areas.

The venue will not host, store, or launch fireworks or drones.  All aviation, UAS, and pyrotechnic approvals remain the responsibility of the U.S. Government and licensed operators. This requirement derives from Singapore host-nation regulatory constraints.

6. Security and Operational Requirements

Certain U.S. Government security and operational requirements:

• Are not publicly releasable;
• Have a direct impact on venue suitability;
• Cannot be expressed in objective solicitation terms;
• Require on-site assessment;
• Necessitate a qualitative venue selection process based on informed diplomatic judgment.

These non-public requirements independently support a sole-source determination under FAR 6.302-1.

7. Mandatory Minimum Venue Capabilities

A qualifying venue must:

1. Be a Singapore-registered hospitality business, fully licensed and tax compliant.
2. Provide licensed in-house catering suitable for a formal diplomatic reception.
3. Provide high-quality indoor and outdoor spaces that meet representational and security needs.
4. Provide appropriate architectural, aesthetic, and acoustic characteristics.
5. Support layout flexibility aligned with diplomatic protocol and security considerations.
6. Be located in an area compatible with historical private-event aerial display approvals.
7. Provide a dedicated, authorized on-site representative for planning and execution.
8. Not operate as a pass-through or subcontractor-led arrangement.
9. Require no construction or renovation to meet requirements.

8. Determination That Competition Is Not Feasible

Competition is not feasible because:

• Requirements are primarily representational, aesthetic, architectural, and acoustic in nature;
• These characteristics are qualitative and not susceptible to measurable evaluation standards;
• Essential security and operational requirements cannot be publicly disclosed;
• Host-nation regulatory constraints regarding aerial displays materially limit eligible venue locations;
• The Embassy cannot conduct LPTA or Tradeoff processes;
• A competitive solicitation cannot be drafted without compromising mission requirements.

Accordingly:

• No solicitation will be issued.
• No competitive procurement will occur.
• A sole-source award will result under 41 U.S.C. § 3304(a)(1) and FAR 6.302-1.

9. Funding Information

 No U.S. appropriated funds are planned for use in connection with this event. The U.S. Government retains full control over requirements, vendor selection, and award decisions; private donors will have no role in procurement processes The event will be supported through privately donated representational funds, which is a long-standing customary practice at U.S. diplomatic missions worldwide. Fundraising has begun; however, no contract award can be made until sufficient representational funds have been received.

Any award is contingent upon the completion of required market research and the availability of sufficient donated funds.  The use of donated funds does not alter or diminish any requirement that this acquisition be conducted solely under U.S. Government procurement authorities.
 

10. Expressions of Interest (Market Research Only)

Venues that believe they meet all requirements may submit an expression of interest that includes:

• Confirmation of Singapore business registration and licensing;
• Detailed descriptions of indoor and outdoor event spaces;
• In-house catering capabilities;
• Acoustic suitability information;
• Location and sightline details;
• Confirmation of an authorized on-site representative;
• Confirmation that no renovations or construction are required.

Pricing information is not requested at this time.  The Embassy may, at its sole discretion, conduct site visits to assess representational, operational, and security suitability.  Submission does not constitute a proposal and does not create a competitive opportunity.

11. No Solicitation Will Be Issued

• No solicitation will be posted.
• No proposals will be requested.
• No competition will occur.
• The U.S. Government is not obligated to proceed with an award even if a venue is identified that meets all requirements.
• A sole-source award will occur only after required market research is complete and sufficient representational funds are available.

12. Disclaimer

This notice does not obligate the U.S. Government to award a contract or reimburse any costs associated with responding.  All responses are voluntary and at the respondent’s expense.

13. Response Due Date

Expressions of interest must be submitted via email to SGProcurementRFQ@state.gov no later than December 26, 2025 at 17:00 Singapore Time.  Responses received after this date may not be reviewed if the Embassy has already completed its market research.