191N6025Q0010-PR15569378- Answers to Vendor Questions.docx

Solicitation No.: 191N6025Q0010 Title: Event management/ planning of U.S.-India Space business forum in Bengaluru

VENDOR QUESTIONS:

Question 1:

Since Space Business Forum is a follow on of May 2024 Space Cooperation Conference, will it be possible to share the learnings and deliverables of the space conference for better understanding and planning of this year’s forum for result driven execution?

Consulate Answer:

The 2024 conference was the deliverable. The December 2025 conference should focus on the core areas of focus between the U.S. and India on commercial space – including market access, FDI, government procurement, and export controls. The event should highlight recent successes in collaboration between the U.S. and India on space. The consulate team will be involved in the planning of the conference and will provide guidance and final approval for sessions and activities for the conference.

Question 2:

Vendor would want to work with U.S. Department of Commerce to get valuable information & recent updates on commercial space collaboration between governments and startups of both U.S. and India. Is the Space Business Forum in December to be based around four pillars of U.S. India Commercial Space Sub Working Groups - working on Market Access, Government Procurement, FDI and Export Controls?

Commerce staff will be available and heavily involved in the development of the schedule and events for this program.

Question 3:

Can the focus areas of U.S. exports in space sector be identified and shared by the office of commercial sales with bidders so that match making in these areas can be effectively targeted by the bid players with the objective of reducing overall trade deficit with U.S.?

Consulate Answer:

Vendors should be familiar with opportunities that exist today. Details to be discussed during the planning of the conference with consulate staff.

Question 4:

Applicability of Annexure B – General Contract Terms & Conditions The clause in Annexure B appears to be specific to execution of works within the U.S. Consulate premises. Since the scope of work is to organize the conference at an external venue (Convention Centre or 5-star hotel), kindly confirm if this clause is not applicable to this RFP.

Compliance with Annex B and safety requirements ensures the safe and efficient execution of the program while meeting contractual and policy standards. These requirements protect attendees, staff, and assets, while minimizing risks such as accidents or security breaches.

Question 5:

Non-Commercial Items Clause:

This clause typically applies to procurement of non-commercial goods/services.

Since this RFP is for appointing an Event Management Agency (a commercial services contract), kindly confirm if this clause can be considered non-relevant for this engagement.

Consulate Answer:

Compliance with non-commercial clauses is required for this solicitation as well to align with U.S. government policies and legal requirements, particularly in areas like security, ethical practices, and accountability. These clauses address issues such as data protection, labor standards, and the use of approved technologies, ensuring the integrity of government-related events.

Question 6:

NDAA (National Defense Authorization Act) Section 889 Part B Compliance

· Section 889 Part B pertains to procurement of telecommunications equipment and services.

· As the scope of this RFP does not involve supply or installation of such equipment, kindly confirm if NDAA compliance requirements are not applicable for this contract.

Per Section 889 is part of the National Defense Authorization Act (NDAA), NDAA compliance is mandatory for all vendors, irrespective of the nature of service, to protect U.S. national security, fulfill legal obligations, and remain eligible for federal contracts. It ensures vendors do not use prohibited technologies or services from entities deemed a threat to U.S. national security.

Question 7:

Venue & Infrastructure –

· What is the preferred type of venue for the event – a 5star hotel, convention centre, or any other specific location?

· Will there not be any exhibition? we could have about 30 exhibitors from U.S. & India.

Consulate Answer:

The SOW states “a conference venue for 200 participants.” This venue is expected to have the capability to support such participation in alignment with the Annex B requirement. Of note, the SOW requires that the venue must also be able to support “a conference with food and beverage.” The conference venue should be in the central business district in Bengaluru.

There is no explicit requirement for an exhibition as part of the requirement, but such an exhibition would not be excluded from consideration as part of any vendor’s quotation or offer. Exhibitions of any kind would need clearance from the Contracting Officer with a full scope of the exhibition request in order to be considered to participate. No exhibition fees will be paid to or received from any party to this requirement.

Question 8:

Event Website & Digital Presence –

· Will there be a dedicated website for the event? If yes, should our team design, develop, and maintain it, or will it be handled by your team/agency?

· Should exhibitor registration, payment, and booth selection be integrated into the website?

There is no IT requirement for this solicitation. Any quotation that includes an IT product to meet the requirement must also meet FAR 39 requirements regarding acquisition of Information Technology.

Question 9:

Speaker & Dignitary Management –

· Are mementos or souvenirs to be arranged for speakers and dignitaries?

· Who will be responsible for arranging speakers’ travel and stay?

· Will honorariums or speaking fees be provided for international speakers?

The requirement per the SOW is “Manage speaker communications and logistics.” All logistical requirements concerning speakers must be handled by the vendor. No honorariums, speaking fees, or speaker gifts are expected.

Question 10:

Sponsorships & Revenue –

· Who will be responsible for inviting and on-boarding sponsors, delegates, and exhibitors (if any)?

· Who will collect and manage the revenue generated through sponsorships, delegate fees, and exhibitor participation?

· Should a separate Dollar Account be opened for receiving international sponsorships and delegate fees?

There is no explicit requirement for an exhibition or sponsors as part of the requirement, but an exhibition would not be excluded from consideration as part of any vendor’s quotation or offer. Exhibitions and sponsorships of any kind would need clearance from the Contracting Officer with a full scope of the sponsorship request in order to be considered to participate. This event is not expected to generate revenue for the host, but rather to help US and Indian businesses in the space sector connect with one another. There are no provisions in this requirement for accounting for any direct revenue generated, as no such revenue is expected.

Question 11:

Financial & Contractual Matters – Will the event curation and management agency fees be included as part of the contract/agreement?

This solicitation is considered “all-inclusive” of the execution of this requirement, meaning that any such fees will need to be included in the overall quotation upon submission.

Question 12:

Publicity & Media –

· What types of advertisements and publicity are planned (social media, electronic media, trade media, digital media, etc.)?

· Should there be specific promotional campaigns targeting international delegates?

· Should we plan and organize a pre-event press meet or curtain raiser programs?

The U.S. and Foreign Commercial Service (FCS) representatives in India will help promote the event to U.S. and Indian business contacts through chambers of commerce, industry associations and other similar organizations. FCS is coordinating a separate activity to recruit a U.S. delegation. It is not required that the offer recruit U.S. and Indian participants, but the offeror can choose to share FCS’ promotional material for outreach. Although not mandatory per the requirement, a pre-event press meet or curtain raiser program would not be excluded from consideration.

Question 13:

Event Personnel –

· Should we engage a Master of Ceremony (Emcee), or will this be managed by your team?

· Are photo and videography services to be arranged by us, or will they be provided separately?

Consulate Answer:

Yes, the solicitation should include both an emcee as well as photo and videography services. All media and photos generated as part of this event will become the exclusive property of the U.S Government.

Question 14:

Registration & Participation –

· What will be the process for delegate and participant registration (online, onsite, hybrid)?

· Are there any specific registration software/tools to be used for badge generation and visitor tracking?

Consulate Answer:

There is no IT requirement for this solicitation. Any quotation that includes an IT product to meet the requirement must also meet FAR 39 requirements regarding acquisition of Information Technology.

The offeror will need to decide the most efficient process for registration and tracking. The offeror will need to manage badge generation and visitor tracking. This information will become the exclusive property of the USG and will be turned over to the U.S Government at the conclusion of the event.

Question 15:

Statutory & Compliance Requirements –

· Should our team obtain required statutory permissions (Police, Traffic, Fire, Emergency Services, Ambulance, Disaster Management, BBMP, BESCOM, etc.), or will they be arranged by you?

· Are there any international shipping/customs clearance support requirements for exhibitors (especially from the US)?

Consulate Answer:

This solicitation is considered “all-inclusive” of the execution of this requirement, meaning that any such permissions or support will need to be included in the overall quotation upon submission. The US Consulate will not provide any such direct support for this requirement.

Question 16:

Catering & Hospitality - Are networking receptions like dinners or other banquets to be included in the overall catering plan?

Consulate Answer:

This solicitation is considered “all-inclusive” of the execution of this requirement, meaning that any such dinners or banquets will need to be included in the overall quotation upon submission.

Coffee/beverage service is expected throughout the entirety of the conference. Lunch and afternoon snacks are expected for both days of the conference. A networking reception on the first day with heavy hors d’oeuvres or dinner with bar is expected, as well.