191N6526Q0028-A002.pdf

Pre-bid Conference Queries, 191N6526Q0028

Conducted at the American Center on April 10, 2026.

AMENDMENT OF SOLICITATION/MODIFICATION OF

CONTRACT

1. CONTRACT ID CODE PAGE OF

PAGES

2. AMENDMENT/

MODIFICATION NO. A002

3. EFFECTIVE DATE

April 14, 2026

4. REQUISITION/PURCHASE REQ.

NO.

5. PROJECT NO. (If applicable)

6. ISSUED BY

CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

AMERICAN EMBASSY NEW DELHI

9000 NEW DELHI PL, ATTN: S/GSO

WASHINGTON, DC 20521-9000

UNITED STATES

AMERICAN EMBASSY NEW DELHI

9000 NEW DELHI PL, ATTN: S/GSO

WASHINGTON, DC 20521-9000

UNITED STATES

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code) 9a. AMENDMENT OF SOLICITATION NO.

191N6526Q0028

9b. DATED (SEE ITEM 11)

March 31, 2026

10a. MODIFICATION OF CONTRACT/ORDER

NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

[] is extended, [X] is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning 2 copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [√ ] is not, [] is required to sign this document and return 1 copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to clarify and update the solicitation as follows (see Continuation Sheet):.

Solicitation is amended to provide response to bidder queries raised at the time of Prebid conference. No other change/.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME OF CONTRACTING OFFICER

15B. NAME OF CONTRACTOR/OFFEROR

BY ________________________________

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

Royce M. Branch II, BY

(Signature of Contracting Officer)

16C.DATE SIGNED

SF30

Name of the work

Drone show

Customer

Name

American Embassy, Department of United States

SR.

No.

Page

No.

Clause

Heade r

Referenc e Point question Embassy response

1 10 5.4

Regula tory

Compli ance &

Permis sions

Ensure

RF

(Radio

Frequenc y)-interfe rence-free environm ent

We will ensure and check an interference-free RF environment prior to the commencement of the drone light show.

Additionally, if RF jammers are deployed for VVIP security, the same should be communicated in advance by the event organiser to ensure proper planning and risk mitigation.

We request review/ flexibility regarding RF

(Radio Frequency) interference conditions, as RF environments are inherently dynamic over time. While, it may not be feasible to control RF interference during the live show.

As discussed during the meeting, the

Embassy will inform the Contractor in advance if any RF jammers or frequency blockers are to be deployed due to VVIP movements during the program. This will be coordinated with the Embassy’s Security

Team. The Contractor is expected to plan accordingly.

2 11 5.10

On-

Ground

Infrastr ucture a.

Storage

Preparati on Area

(Minimu m 2

Days):

• Air-condition ed space

(~1200

sq. ft.) •

Minimu m 32 kW power supply

• At least

15 power outlets

(16 Amp)

• Tables

(12) and chairs

(20)

We request that flexibility be provisioned to the

Vendor in provisioning of the on ground infrastructure based on their specific requirements for the same and all such affiliated expenditure would be included by the Vendor in the final quote being submitted.

The specifications provided in the Scope of

Work represent standard requirements for drone light shows. However, the Embassy is flexible and may allow reasonable modifications based on venue conditions and availability of resources. Such flexibility shall not compromise the quality, safety, or overall outcome of the show.

3 12 7.

Project

Timeli ne

• Final program ming and testing:

1–2 weeks prior to each show

We request that the timelines be revised to reflect testing one /two days before the scheduled show instead of 1–2 weeks prior.

As regulatory requirements, permissions, and compliance are additionally required for the testing day as well.

The Embassy agrees to revise the timeline.

Final rehearsal/testing may be conducted 1–

2 days prior to the show, considering regulatory approvals and compliance requirements. Changes are made in the

Scope of work.

4 13 8.

Contra ctor

Qualifi cations

The

Contract or must have at least 5 years of experienc e in drone light shows

We request that the minimum experience requirement be reduced from 5 years to 3 years.

This revision will help create a level playing field for emerging

Startups as well as established companies.

The minimum experience requirement has been revised from 5 years to 3 years in the

Scope of Work.

5 11 5.6

Safety

& Risk

Manag ement

Maintain insurance for:

o

Equipme nt o

Personne l o Third-party liability

For insurance we are laid down norms for drones as per IS 2021.

The Contractor shall comply with all applicable drone insurance regulations and standards, including those prescribed under relevant Indian aviation guidelines (e.g., DGCA norms).

6 Page

Scope of

Show

Design, Clause

2.1

• It is proposed that the number of formations within each drone light show be defined within a range of 10 to 12 formations.

• This range ensures optimal balance between visual impact, narrative coherence, and operational feasibility.

The number of formations has been revised to 10–12 formations per show in the updated

SOW. If possible, additional formations can be added during the take off and landing stage.

7 Page

Approv al

Timeli ne, Clause

5.4

• The Client is kindly requested to provide final approval of the show at least twenty

(20) working days prior to the scheduled execution date.

• This timeline is essential to ensure adequate time for programming, simulation, compliance checks, and logistical planning.

The Embassy will make reasonable efforts to provide a 20-day approval window to facilitate programming, compliance, and logistical planning.

8 Page

Respon sibility for

Approv als, Clause

5.4

• The Contractor shall be responsible for securing all necessary permissions and regulatory approvals required for execution of the drone light show.

• The Client (US

Embassy) is requested to extend reasonable assistance and facilitation, wherever required, particularly in

While the Embassy will provide necessary support and facilitation, the Contractor remains solely responsible for obtaining all regulatory approvals, including submission of applications, payment of fees, and follow-ups with authorities.

coordination with relevant authorities.

9 Page

Submis sion of

Approv als, Clause

5.4

RF Interference

Disclaimer

• The Contractor shall take all reasonable measures to ensure an

RF-interference-free operating environment.

• Notwithstanding the above, the Contractor cannot guarantee complete elimination

(100%) of RF interference, particularly in scenarios involving:

o High-security protocols, and o Presence of multiple dignitaries and sensitive communication systems.

o Mobile/Wifi towers

• Accordingly, this limitation is requested to be formally acknowledged.

The Embassy acknowledges the limitations associated with RF interference. However, the Contractor is expected to take all reasonable measures to mitigate such risks and ensure smooth execution of the show.

10 Interfer ence

Disclai mer

• The Contractor shall take all reasonable measures to ensure an

RF-interference-free operating environment.

• Notwithstanding the above, the Contractor cannot guarantee complete elimination

(100%) of RF interference, particularly in scenarios involving:

o High-security protocols, and

The Embassy acknowledges all limitations subject to the condition that the Contractor will make all efforts to overcome these limitations.

o Presence of multiple dignitaries and sensitive communication systems.

o Mobile/Wifi towers

• Accordingly, this limitation is requested to be formally acknowledged.

11 Page

Progra mming and

Testing

Clause

• The Contractor shall submit documented proof of approvals prior to mobilisation.

• However, it is requested that the

Client adopt a reasonable and flexible approach toward timelines, considering that:

o The approval process involves multiple government and regulatory bodies, and o Each authority operates under independent procedures and timelines that may not be fully controllable by the

Contractor.

The Embassy understands that approval timelines may vary and are not always within the Contractor’s control. However, all required approvals must be obtained at least one day prior to the scheduled show.

12 Page

Progra mming and

Testing

• Final calibration and testing of each show shall be conducted 1–2 days prior to the main event.

• Final animation and programming will require approval 7 days prior to day of event.

• This is critical to account for real-world environmental conditions and ensure flawless execution.

The Embassy accepts the proposed timelines:

Final testing: 1–2 days prior to the show

Final animation/programming approval: 7 days prior to the event

13 Page

15, Payme nt

Terms, Clause

• It is proposed that payment for each show be made within thirty

(30) days from the date of successful execution of the respective show.• It is further clarified that: o Any costs associated with the event venue and/or the designated drone take-off and landing site are not included within the scope of the

Contractor’s deliverables, and shall not be the responsibility of the

Contractor. o Such costs shall be borne by the Client or arranged separately, as mutually agreed. o

Notwithstanding the above, the Contractor shall, upon request, provide recommendations and suggest suitable venue options that meet the operational and safety requirements of the drone light show.

The Contractor should include venue-related costs in the bid if known in advance. If such costs cannot be estimated beforehand, the

Embassy may modify the contract to include these costs based on supporting documentation prior to the event.

14 Page

Reques t for

Clarific ation, Perfor mance

Interru ption

Clause, Clause

9.3

• We kindly request further clarification regarding the clause referencing “no interruption exceeding

30 seconds.”

• Specifically, clarification is sought on:

o The definition and scope of what constitutes an

“interruption”;

o Whether this includes minor positional deviations, temporary signal fluctuations, or only complete system

"No interruption” means continuous, synchronized execution of the drone show without any significant disruption, pause, or system failure affecting visual or operational performance. Minor deviations (up to 5%) from the approved storyline are acceptable for up to 30 seconds.

Any penalties or deductions will be determined based on the nature and cause of the interruption.

halts;

o The measurement methodology for such interruptions; and o The implications or penalties, if any, associated with exceeding the stated threshold.

15 As the take off location is not yet finalised, actual costs of onsite production that will be submitted on 16th April may vary to actual costs incurred, do let us know if there is any provision to modify our price bids at later stage.

The contract may be modified to include additional costs that cannot be reasonably estimated before April 16, 2026, subject to justification and approval.

16 Regulatory Compliance &

Permissions can only be applied with the following details

1.Letter of Authorisation or No

Objection certification deeming our company to apply for permissions on behalf of the event.

2.Precise Geo Location of Drone

Take Off Position in all 3 cities

3.Final dates of testing, rehearsal and show including time of take off

4.Mail from Client directly to

MHA requesting for clearance.

This will help validate the urgency to the required authorities.

Without the above details, it is not possible to apply for

Permissions and this makes it impossible to guarantee without providing complete information.

We therefore request that the note mentioned be modified accordingly in 5.4 - Failure to obtain required approvals shall constitute a material breach of contract, and the Contractor shall bear full responsibility for any delays, cancellations, penalties, or associated costs.

As per the current stage where many details need to be finalised by the client, expecting us to bear the full responsibility for delays or penalties therein must be modified to accommodate realistic timelines and action plans.

The Embassy will provide required letters and official communications to support the approval process. Although the draft of all the letters and mail will provided by the contractor.

However, the Contractor remains responsible for:

Submitting applications

Paying applicable fees

Conducting follow-ups with authorities

The Embassy will aim to provide a 20-day planning window.

17 It is not humanly possible to

Ensure RF (Radio Frequency)-interference-free environment.

Necessary safety checks will be made prior to launch to check for interference, however, it is not within our control if there is unexpected VIP movement along with a jammer, in the vicinity of the event during the 15 mins of the activity. We therefore request that the note mentioned be modified accordingly in 5.4 -

Ensure RF (Radio Frequency)-interference-free environment

As stated earlier, the Embassy will inform the Contractor in advance regarding the use of jammers or frequency blockers due to VVIP movements, to minimize impact on show execution. This will be done in consultation of the Security team of the Embasy.

18 Emergency response procedures need to be executed jointly with the security team responsible for the entire event. How can we ensure the coordination and implementation of the same?

The Embassy Security Team will coordinate with the Contractor after contract award to ensure proper planning and execution of emergency response procedures.

19 We require only 25 m x 30 m

Level flying surface, however, without knowing the take of location, it is impossible to predict the actual dimensions of take off grid. Can this be adjusted to suit the technology used by us?

Adjustments to the flying surface dimensions may be made after finalization of the take-off location.

20 We have a protocol of keeping the equipment with us, and we will only be needing the security during the show, is the 24/7 security mandatory?

24/7 security applies only if the

Contractor stores equipment at the site prior to the event. In such cases, the Contractor is responsible for arranging appropriate security. The

Embassy will not be responsible for the safety and security of

Contractor's equipment.

21 Please provide reference to SF-

1449 cover page containing blocks 12, 17, 19-24, and 30.

Refer page #12 of this response.

22 Please provide details of block

18b of SF-1449 in which invoice copies are to be submitted.

Refer page #12 of this response.

23 Please provide criteria to validate existence and uniqueness of the

Offeror for assigning UEI

Refer page #13 of this response.

Also, please refer page #35 thru

37 of the solicitation.

24 Will not having a US TIN affect filing and obtaining the CAGE code and SAM UEI registration?

Refer page #13 of this response.

Also, please refer page #35 thru

37 of the solicitation.

25 Can the tax exemption under IRS

Form W-14 still be applied for without a US TIN?

This clause is applicable for orders above $350k

26 We need more clarity on the

Force Majeure clauses applicable for this activity.

COR will decide case by case at the time of execution

NCAGE and SAM Registration

It is the responsibility of the offeror to comply and register with

SAM.

The Government requires an offeror to have a current SAM registration with Unique Entity Identifier Number and NCAGE

Code. If your Company does not have a SAM

(Unique Entity Identifier) and NCAGE, please follow steps stated below:

Step 1 To obtain NCAGE number use following link https://eportal.nspa.nato.int/ac135public/scage/cagelist.aspx

Step 2 To obtain and to get registered with SAM use following link www.SAM.GOV

a. Create a User Account in SAM and apply for

Unique Entity Identifier number as stated in attach document.

b. Complete rest of the forms in SAM.gov.

https://eportal.nspa.nato.int/ac135public/scage/cagelist.aspx http://www.sam.gov/