Purchase of Large Commercial-Grade Outdoor Holiday Tree and Related Services

1. Sources Sought Notice

This is a Sources Sought Notice issued for market research and acquisition-planning purposes only. It is not a solicitation, Request for Quotations, Invitation for Bids, or Request for Proposals. Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract.

The U.S. Department of State, U.S. Embassy Singapore, seeks information from companies capable of providing a large commercial-grade outdoor holiday tree for purchase and ownership by the U.S. Government.

Companies may respond with either:

1. A complete outdoor holiday tree for purchase; or
2. A turnkey solution that includes the tree and associated products and services.

Companies are not required to provide a turnkey solution. However, every response must include the purchase of a tree. The Embassy is not seeking responses solely for individual support services.

The information received may be used to determine the availability and capability of potential sources, refine the Government’s requirements, develop an acquisition strategy, and determine whether a future solicitation should be issued.

2. Preliminary Requirement

The Embassy anticipates purchasing an outdoor holiday tree of at least 26 feet (8 meters) in height. There is no specified maximum height for purposes of this notice.

The Chancery is a five-story building located on an elevated site. The tree must be large enough to be visible from the adjacent roadway and appropriately scaled so that it is not visually dwarfed by the building or surrounding site.

Respondents are encouraged to recommend the height, width, proportions, placement, and design that would best achieve the Embassy’s visibility and visual-impact objectives. Any proposed size or design would remain subject to Embassy review and approval.

The tree should generally be:

• Suitable for purchase and long-term ownership by the U.S. Government;
• Suitable for repeated annual assembly, display, dismantling, and storage;
• Commercial grade and suitable for prolonged outdoor use in Singapore’s tropical climate;
• Provided with commercial-grade lighting and decorations;
• Decorated in a red, white, and blue theme with an illuminated topper;
• Compatible with Singapore’s 220–240V electrical supply;
• Equipped with weatherproof electrical connections, cabling, timers, and protective devices;
• Structurally stable and capable of being safely anchored;
• Designed for efficient assembly, dismantling, transportation, and storage; and
• Supported by replacement parts, technical information, warranties, and maintenance guidance.

The Embassy welcomes commercially manufactured, locally fabricated, and other cost-effective solutions. Respondents may recommend alternative materials, designs, lighting, or construction methods that would achieve the desired visibility and visual impact while reducing acquisition, installation, maintenance, storage, or lifecycle costs.

3. Response Options

Option 1: Tree Purchase

Provision of a complete commercial-grade outdoor holiday tree for purchase, including its structural components, lighting, decorations, illuminated topper, assembly instructions, warranty, and other items necessary for its intended use.

Respondents should identify:

• What is included in the purchase price;
• What products or services must be obtained separately;
• Installation and assembly requirements;
• Structural, anchoring, and electrical requirements;
• Specialized labor, tools, scaffolding, cranes, or lifting equipment required;
• Recommended annual assembly and dismantling procedures; and
• Available optional products or services.

Option 2: Turnkey Solution

Provision of the tree for purchase together with a complete turnkey solution. The solution may include:

• Design, manufacture, or local fabrication;
• Lighting, decorations, and an illuminated topper;
• Shipping, customs clearance, and delivery;
• Site assessment and installation planning;
• Structural design, anchoring, engineering, and certification;
• Weatherproof electrical equipment and connection;
• Assembly, installation, testing, and commissioning;
• Maintenance during the display period;
• Dismantling, packing, and transportation to an Embassy-designated storage location;
• Storage crates or protective packaging;
• Training, replacement parts, and technical support; and
• Other products or services necessary to provide a complete solution.

Respondents proposing a turnkey solution should identify all included products and services, including any portions that would be provided by subcontractors or other companies.

4. Requested Capability Information

Interested companies should provide the following:

• Company name, address, website, and point of contact;
• Unique Entity ID and CAGE or NCAGE Code, if available;
• Business registration information and relevant experience;
• Identification of whether the response covers a tree purchase, or turnkey solution;
• Description of each proposed option, including design, materials, dimensions, assembled weight, lighting, decorations, topper, and expected useful life;
• Photographs, drawings, technical specifications, or examples of comparable installations;
• Explanation of how the proposed tree would be visible from the roadway and appropriately scaled to the five-story Chancery;
• Preliminary itemized pricing, preferably in Singapore dollars (SGD). U.S. dollar (USD) pricing is also acceptable if the currency is clearly identified;
• Separate identification of applicable taxes, shipping, customs, delivery, installation, and other charges;
• Estimated production, delivery, and installation schedule;
• Warranty, maintenance, replacement-parts, annual assembly and dismantling, and storage requirements;
• Structural, anchoring, electrical, site-access, equipment, engineering, and certification requirements; and
• Alternative recommendations that could reduce acquisition or lifecycle costs while achieving the desired visual impact.

Respondents may submit more than one option. Comparisons of different sizes, designs, commercially manufactured or locally fabricated trees, and tree-only or turnkey solutions are encouraged.

The Embassy anticipates displaying the tree during the 2026 year-end holiday season. Respondents should identify the latest date by which an order or notice to proceed would be required to complete delivery or installation before November 15, 2026.

5. Submission Instructions

Responses must be submitted electronically to:

Kevin M. Phillips
Contracting Officer
U.S. Embassy Singapore
Email: SGProcurementRFQ@state.gov

The email subject line must read:

Sources Sought Response – Outdoor Holiday Tree

Responses must be received no later than 16:30 Singapore Time on Augsut 14, 2026.

Responses should be submitted in English, preferably as a searchable PDF. Companies may include brochures, photographs, technical specifications, drawings, and other relevant materials. Responses should not exceed 20 pages, excluding commercial brochures and technical attachments.

Telephone inquiries will not be accepted. Questions regarding this notice should be submitted by email no later than August 14.

6. Disclaimer

This notice is for market-research and acquisition-planning purposes only. It does not constitute a solicitation or a commitment by the U.S. Government to purchase any product or service. The Government is not obligated to issue a future solicitation or award a contract as a result of this notice.

Respondents are solely responsible for all costs associated with preparing or submitting a response. The Government will not pay for any information received and may use submitted information to develop its acquisition strategy and requirements. Respondents should clearly identify any proprietary or commercially sensitive information.

Respondents must not begin work, place orders, or incur costs on behalf of the Embassy based on this notice. Only a duly warranted U.S. Government Contracting Officer may enter into a binding agreement or obligate funds on behalf of the U.S. Government.

The Government may contact respondents for clarification or additional market-research information. Responses will not be returned, and the Government does not intend to provide individual evaluations of submissions.