EVENT MANAGEMENT SERVICES FOR MANIT WEEK 2025

Introduction

The U.S. Embassy in Majuro, in collaboration the Lutok Kobban Alele Committee, is seeking a qualified vendor to provide services for Manit Week 2025, scheduled for September 22–26, 2025.  The objective is to promote U.S. interests by supporting Manit Week, a public celebration of Marshallese culture and heritage.  The U.S. effort will be part of the "Idik Tur Eo – Stand and Defend" series emphasizing U.S. and Marshallese common values and interests.

Scope of Work

The selected vendor will be responsible for providing logistical, promotional, and operational support for Manit Week 2025. Services required include:

1. Event Logistics
   • Provide stage, lighting, and sound equipment for the Battle of the Bands at the Alele Museum Courtyard (September 24–26, 5:00 PM – 8:00 PM).
   • Supply tents, chairs, and LED lighting for the Alele Museum site.
   • Coordinate with local cultural instructors for weaving workshops (September 22–25, 10:00 AM – 2:00 PM).
2. Promotional Materials
   • Develop and distribute promotional advertisements, including social media graphics, video spots, and physical signage.
   • Integrate the theme "Idik Tur Eo" and U.S. Embassy branding across all materials.
3. Event Coordination
   • Collaborate with the Lutok Kobban Alele Committee to ensure smooth execution of all activities.
   • Manage prizes for the Battle of the Bands, including the People’s Choice Award.
4. Professional Support and Advisory Services
   • Provide professional support from an experienced advisor in person in Majuro during preparations, setup, and execution.
   • Manage all aspects of the events – the Embassy will not provide additional support.

Proposal Requirements

Interested vendors must submit a detailed proposal that includes the following:

1. Company Information
   • Name, address, and contact details.
   • Relevant experience of personnel in event management and cultural programming.
2. Technical Approach
   • Description of how the vendor will fulfill the scope of work.
   • Proposed timeline for completing tasks.
3. Budget Breakdown
   • Itemized costs for each service category (e.g., equipment rental, promotional materials, advertising, travel support).
4. References
   • Provide at least one reference from previous clients for similar projects.
5. Additional Information
   • Any innovative ideas or value-added services the vendor can offer to enhance Manit Week 2025.
   • Services may include:
     • Concept development and creative planning to support a public event to highlight the U.S. support for the RMI’s Manit (Cultural) Week
     • Photo and video documentation of the event
     • Graphic design and motion graphics for the event
     • Lighting, staging, and production setup for entertainment for the event
     • Paid digital advertising (especially on social media) for the event
     • Content scheduling, performance analytics, and reporting
     • Campaign-based storytelling with clear alignment to U.S. Embassy branding

Selection Criteria

Proposals will be evaluated based on the following criteria:

1. Technical Expertise (40%)
   • Demonstrated ability to manage cultural events and provide required services.
   • Capacity to meet tight timelines during September.
2. Cost Effectiveness (20%)
   • Competitive pricing and efficient use of the proposed budget.
3. Creativity and Innovation (20%)
   • Unique ideas that align with the theme "Idik Tur Eo – Stand and Defend."
4. References and Past Performance (10%)
   • Positive feedback from previous clients and successful completion of similar projects.
5. Messaging (10%)
    
   • Alignment with U.S. Embassy branding standards and public messaging

Submission Timeline

• Solicitation Release Date: August 12, 2025
• Quotation Submission Deadline: August 27, 2025, by 5:00 PM Majuro time
• Vendor Selection Announcement: August 30, 2025

Submission Instructions

Proposals must be submitted electronically to:

Office of the General Services Officer (GSO)
 U.S. Embassy Majuro
 P.O. Box 1379, Majuro MH 96960
 📧 Email: gso_majuro@state.gov

Late submissions will not be considered.

For questions or clarifications before submission, contact:
📧 gso_majuro@state.gov
 Deadline for inquiries: August 26, 2025

In order for a quotation to be considered, you must also complete and submit the following:

1. Quotation/Pricing

2. NDAA 889 Form (filled and signed)

3. Compliance Certificate – Anti-Discrimination Law Executive Order 14173

4. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at the time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

We look forward to partnering with a vendor who shares our commitment to showing the U.S. commitment to preserving and celebrating Marshallese culture.