How to bid on a Large Commercial-Grade Outdoor Holiday Tree for the Department of State

What the Embassy is buying and why it matters

The U.S. Embassy Singapore is conducting market research to find companies that can provide a large, commercial-grade outdoor holiday tree. The tree must be at least 26 feet tall, include lighting, and be decorated in a red, white, and blue theme with an illuminated topper. This is an opportunity for vendors who can supply such a tree, either as a standalone purchase or as part of a turnkey solution that includes services like shipping, installation, maintenance, dismantling, and storage.

The Embassy intends for the tree to be visible from an adjacent roadway and appropriately scaled to its five-story Chancery building. This is a request for information (RFI) only, not a solicitation for a contract. The information gathered will help the Embassy refine its requirements and plan for a potential future solicitation.

Key dates and what happens at the deadline

Responses to this Request for Information are due by August 14, 2026, at 4:30 AM ET. This deadline is 4:30 PM Singapore time. This is a market research notice, so no contract will be awarded from this RFI. The purpose of the deadline is to collect information from interested companies to inform the Embassy's planning for a possible future solicitation. The Embassy anticipates a possible display of the tree before November 15, 2026.

Who this opportunity suits

This opportunity is suitable for companies specializing in large-scale commercial holiday decorations, outdoor lighting, and event installation services. Vendors could include manufacturers or suppliers of artificial trees, holiday lighting companies, or firms offering comprehensive event setup and logistics. The tree needs to be suitable for long-term ownership, repeated annual use, and the tropical climate of Singapore. Companies with experience in international shipping and installation in diverse climates would be well-suited.

How to respond

To respond, you need to provide specific capability information. This includes your company's name, address, website, and point of contact, along with your Unique Entity ID and CAGE or NCAGE Code if available. You should describe your proposed tree option, including design, materials, dimensions, weight, lighting, decorations, and expected useful life. Include photographs, drawings, or examples of comparable installations.

You must also provide preliminary itemized pricing, preferably in Singapore dollars (SGD), or U.S. dollars (USD) if clearly identified, separating out taxes, shipping, customs, and installation charges. Include an estimated production, delivery, and installation schedule, along with details on warranty, maintenance, replacement parts, and storage requirements. You may submit more than one option.

Tips for preparing a competitive response

When preparing your response, clearly address how your proposed tree will be visible from the roadway and appropriately scaled to a five-story building, as this is a key objective for the Embassy. Emphasize the commercial-grade quality and durability of your product, especially its suitability for Singapore's tropical climate and repeated annual use. Highlight any features that contribute to efficient assembly, dismantling, transportation, and storage.

Consider offering alternative materials, designs, or construction methods that could reduce acquisition or lifecycle costs while still achieving the desired visual impact. If proposing a turnkey solution, clearly identify all included products and services, noting any portions provided by subcontractors. Ensure all structural, anchoring, and electrical requirements are thoroughly addressed, compatible with Singapore's 220–240V electrical supply.