Attachment 1 - Statement of Objectives (SOO) - Updated.docx

U.S. Pavilion at Expo 2025 Osaka Operations Statement of Objectives

1. Project Summary

The Expo Unit within the Office of Policy, Planning, and Resources for the Under Secretary of State for Public Diplomacy and Public Affairs at the U.S. Department of State requires a contract vendor to manage staffing, operations, security, events, and retail store for the U.S. Pavilion at the Osaka, Japan Expo 2025.

2. Background

Expo 2025 Osaka is a large-scale, universal exposition (also known as a World’s Fair) registered by the Bureau of International Expositions (BIE). The BIE is an international treaty organization established to regulate certain international exhibitions. The United States rejoined the BIE on May 10, 2017. Invitations to world’s fairs are extended from the host government to other governments. The Government of Japan has invited the United States to participate in Expo 2025 Osaka.

The Expo 2025 Osaka, Kansai will take place on Yumeshima (“Dream Island”), Osaka, Japan, and officially opens on April 13, 2025, and closes on October 13, 2025.

Over 150 countries are expected to participate in the 2025 Expo. With a projected 25-28 million visitors, 70 percent of whom are expected to come from outside of Japan, Expo 2025 Osaka offers an excellent opportunity to inform and inspire foreign audiences— especially those residing in Japan, South Asia, and East Asia—about the United States, its people, values, and foreign policies, and to promote U.S. economic and commercial interests. The U.S. Pavilion is expected to receive up to 8 million foreign visitors over the course of the 2025 Expo.

3. Summary

The Contractor will be responsible for operations for the U.S. Pavilion at the Osaka, Japan Expo 2025. This includes, but is not limited to staffing, media operations, events management, protocol, public relations and marketing, media engagement and communications, retail store operations, insurance, interpretation, accreditation, logistics, financial, legal and administrative management, security, and cleaning. The Contractor will work in partnership with the Department to ensure the Pavilion environment is safe and comfortable for visitors, staff, and contractors; effectively manage risks; ensure a high standard of customer service and exceptional visitor experience and provide a high standard of hospitality in a sophisticated American way.

The Contractor is responsible for providing the services addressed below for the Pavilion from the time of ES Global handing over the building to the Contractor until the custody of the building is returned to ES Global. Tentative dates are March 1, 2025, through October 23, 2025. The Contractor shall comply with local laws and regulations for safety and security. All operations shall be in close coordination with Expo 2025 Osaka authorities and compliant with applicable Expo, Government of Japan, and other regulations, guidance, requirements, licenses, permits, and authorizations as applicable. In handling sensitive information, such as passports, visas, accreditation, U.S. Government VIP schedules and personally identifiable information, the contractor shall adhere to the USG requirements.

4. Required Performance Objectives

4.1. Objective 1: Provide Operations Staff

4.1.1. Required Results:

4.1.1.1. The Contractor shall recruit, train, and manage all staff, other than the “Youth Ambassadors” and Food & Beverage/Catering staff, to fully operate and maintain the Pavilion to ensure visitor health and safety, as well as full-scope media services, protocol, event management, finance/HR, venue management and logistics in the lead up to, and during Expo 2025 Osaka.

4.1.1.2. The Contractor shall coordinate all travel logistics for imported staff to include visas, airfare, Expo registration, local government registration requirements, health insurance and emergency medical evacuation as necessary. The Contractor shall also facilitate local housing for imported staff, as necessary.

4.1.1.3. Integrate the Youth Ambassadors (YA) into the broader operations team, including integrating shift work for YA’s within the Media, Events, Business, and Protocol teams.

4.1.1.4. Execute visas, local government registration requirements, Expo registration, bi-weekly stipend, insurance, and healthcare for the Youth Ambassadors.

4.1.1.5. Execute the lease agreements and the balance due for youth ambassador housing.

4.1.2. Constraints

4.1.2.1. The Department will review and approve all position descriptions for management-level staff. Select staff are required to be U.S. citizens. Final hiring decisions for management-level staff shall be made in concert with the Department.

4.1.2.2. Management-level staff positions shall include:

· Operations Director*

· Deputy Director*

· Events Manager

· Media Manager*

· Programming Manager*

· Business Program Manager

· Stage Manager/AV Manager

· Venue Manager

· Admin/logistics Manager

· Retail Manager

· Facilities Manager (optional CLIN)

· Technical Manager (optional CLIN)

· Food & Beverage Manager* (employed separately by a contractor, but still part of the overall leadership team)

· Youth Ambassador Manager* (employed separately by a grantee, but still part of the overall leadership team) *American citizen required

4.1.2.3. One (1) week of paid leave shall be provided to the six (6) month full term cohort. The Food and Beverage contractor will provide one shift meal for all Pavilion staff, including YAs.

4.1.3. General Information

4.1.3.1. Through a separate grantee, Sister Cities International, the Department will recruit Youth Ambassadors (YA’s) to support public engagement and Pavilion operations. At any given time, there will be approximately 60 Youth Ambassadors.

4.1.3.2. The Expo 2025 Association and the Department have identified appropriate housing for YA’s and have secured the required units through a paid deposit.

4.1.3.3. “The Youth Ambassadors shall be broken into three (3) cohorts to cover the full duration of the Expo as follows:

· The first Full term cohort of 36 YAs shall remain for the full six (6) month duration of the Expo,

· The second Spring term cohort of 26 YAs shall remain for approximately three (3) months,

· The third Fall term cohort of 26 YAs shall remain for approximately three (3) months.

4.2. Objective 2: Manage a Retail Store.

4.2.1. Required Results:

4.2.1.1. Develop a range of retail products at a variety of price points for sale in a souvenir shop inside the Pavilion. Some may include official branding of the U.S. Pavilion. Retail offerings shall reflect the theme of the Pavilion, represent the cultural diversity of America, and to the greatest extent possible, be “Made in the USA.” Goods not produced in the United States must be approved advance by the Department. Retail offerings should also reflect the cultural and retail interests of a Japanese audience.

4.2.1.2. The Contractor shall purchase or lease point-of-sale (POS) equipment, in accordance with Expo 2025 guidelines.

4.2.1.3. The Contractor will provide staff, POS Equipment, (PO complete list of items Contractor will provide) without compensation from the Government. This is reflected in the attached matrix.

4.2.1.4. The retail store shall be fully stocked and ready for public presentation, at least 2 weeks ahead of opening day (on or before April 1st).

4.2.2. Constraints

4.2.2.1. Royalties totaling 8% of revenue must be paid directly to Expo 2025 as directed. The Contractor is required to provide proof of royalty payments on a monthly basis.

4.2.2.2. Cost-Share: The Government expects that both parties will receive mutual benefit from the performance of this objective. The costs that will be incurred are associated with the sale of merchandise to the visitors of the Expo. Here, the contractor has an opportunity to sell the merchandise, at a reasonable profit, exclusively on behalf of the U.S. Pavilion. Consistent with the goal of establishing acquisition policies more closely resembling those of the commercial marketplace (see FAR 12.000), the Government does not intend to compensate the contractor for such costs.

4.3. Objective 3: Provide Pavilion Maintenance to include landscaping, pest control, cleaning services, and trash removal.

4.3.1 Required Results:

4.3.1.1 Ensure all pavilion plants, whether outside the building or inside, are regularly tended and kept in good health.

4.3.1.2 Contractor shall water, fertilize, trim, remove debris and provide plant disease control.

4.3.1.3 Contractor shall maintain plant irrigation system.

4.3.1.4 Ensure the Pavilion is inspected for signs of presence of pests including but not limited to insects, rodents, reptiles, and others. Inspections occur semi-monthly.

4.3.1.5 The Contractor shall make arrangements to prevent pest infestation, as well as trap and remove any such infestations that are identified within and immediately outside of the pavilion walls.

4.3.1.6 Keep the pavilion free of disease spreading insects, animals, and other pests infestations; trap and remove any infestations that are identified within and immediately outside pavilion walls; use materials and chemicals necessary and in compliance with Japan environmental standards and Expo guidelines.

4.3.1.7 Pavilion interior and exterior spaces shall be clean and clear of all debris the surface areas of all primary streets, walkways, formal paths, drives, curbs, gutter and miscellaneous exterior hard surface paving. This work will also include maintenance and cleaning of all building entrances, stairs, ramps and rails. per the attached cleaning matrix and floor plans.

4.3.1.8 Interior spaces shall be vacuumed, swept, dusted and mopped.

4.3.1.9 Trash shall be collected and removed in all interior and exterior spaces which include but are not limited to kitchens, dining room, bathrooms, offices, event rooms, retail shop, and exhibit spaces.

4.3.1.10 Exterior spaces which included but are not limited to façade, outside walls, ramps and sidewalks, and other paved surfaces shall be swept and washed.

4.3.1.11 Cleaning staff shall be available to maintain the Pavilion during operating hours.

4.3.1.12 Cleaning shall be accomplished as indicated in the Contractor’s O&M plan.

4.3.1.13 Prepare Pavilion waste and recycling bins for waste generated on site during the Expo.

4.3.1.14 The contractor shall, in accordance with Expo 2025 guidelines, separate the waste into separate items and bring them to the sub-stockyards after-hours.

4.3.1.15 The Food & Beverage Contractor will be responsible for sorting and disposal for food waste and waste cooking oil; however, the Contractor will be responsible for sorting and removing all other consumer waste and recycling.

4.3.1.16 Waste must be removed, sorted and bagged multiple times per day during Expo 2025.

4.3.1.17 Waste brought to the sub-stockyards is weighed on site and the disposal costs are invoiced by Expo 2025 and paid for by the Contractor (per kilo). Costs per kilo are not yet published by Expo 2025 Organizers, and this contract may be modified as a result.

Pavilion Exterior Services:

The Contractor shall maintain, clean and clear of all debris the surface areas of all primary streets, walkways, formal paths, drives, curbs, gutter and miscellaneous exterior hard surface paving.

4.3.1.2, 4.3.1.7, 4.3.1.9, 4.3.1.10

4.3.1.8, 4.3.1.9

4.3.1.9

Pavilion Pest Control Services:

The pavilion shall be inspected semi-monthly for presences of pests including but not limited to insects, rodents, reptiles, and others. Contractor will conduct the needed treatments to remove found pests.

4.3.1.4, 4.3.1.5, 4.3.1.6

4.4 Objective 4: Provide Security Services

4.4.1 Required Results

4.4.1.1 The contract shall physically secure the pavilion, interior and exterior, safeguarding the building, exhibition and all items and persons. To provide safety and security to visitors and staff.

4.4.1.2 Provide 24-hour/7-days a week security guarding (comprising a minimum of 2 and maximum of 3 guards at all times based on its judgement) to patrol the Pavilion including the garden areas to minimize trespassing, vandalism, and exposure to liability. Prior to assignment of any guard, the Contractor shall ensure that all guards are properly trained and equipped to carry out their duties accordingly.

4.4.1.3 Within a minimum of 15 business days before the expected official handover of the building from ES Global, the Contractor shall provide a Security Patrol Plan to identify specific measures to prevent and minimize theft, graffiti, vandalism, sabotage and trespassing at the Pavilion, and procedures for guards to respond to such incidents. The Security Patrol Plan shall include:

· Number of guards and shifts

· Incident reporting

· Emergency response plan

· Day-to-day operations procedures

· Record keeping procedures including entry log book, secure video recording, cloud storage, etc.

4.4.1.4 Secure Caption TV (CCTV) will be installed within the interior and exterior spaces and the Contractor shall monitor.

4.4.1.5 The Contractor shall inform the Department in writing, within 2 working days, of any security or operations incidents on or proximate to the Pavilion that affect the safety, security, or integrity of the Pavilion and its contents. Incidents of an emergency nature must be verbally informed urgently (within 2 hours) upon discovery.

4.4.1.6 Pavilion security shall liaise with Expo security and, as appropriate, with police and law enforcement authorities.

4.4.2 Constraint

4.4.2.1 The Security Patrol Plan shall be subject to U.S. Department of State approval. All security staff shall be vetted and approved by the Department of State Regional Security Division. The final approved Security Patrol Plan is incorporated by reference and shall become part of the contract.

4.5 Objective 5: Provide English Interpretation.

4.5.1 Required Results

4.5.1.1 Provide English interpretation for the U.S. Commissioner General and other senior staff, when required, for meetings and events.

4.5.1.2 Employ qualified professional interpreters with excellent English-language abilities.

4.6 Objective 6: Activate sponsor agreements to ensure official Pavilion sponsors receive the agreed upon benefits.

4.6.1 Required Results:

4.6.1.1 The Contractor will execute non-binding sponsorship agreements with approved companies.

4.6.2 General Information

4.6.2.1 A list of sponsor benefits packages has been approved and includes catering, event management, marketing and other deliverables, dependent on the specific marketing objectives of the approved sponsoring organization. See attached In-Kind Sponsorship Matrix and Monetary Sponsorship Matrix.

4.6.2.2 The Department has contracted to a vendor the responsibilities of soliciting U.S. companies and organizations to sponsor the pavilion

4.6.2.3 Approved sponsorship activation agreements will be provided by the Government.

4.6.2.4 The costs associated with these activations will be provided directly to the Contractor by the approved sponsors.

4.7 Objective 7: Value in Kind Donation

4.7.1 Required Results:

4.7.1.1 Receive in-kind donations in the form of materials or services from approved U.S. companies/brands.

4.7.1.2 The agreed value of in-kind gifts/donations received by USG/Department of State and/or the contractor, that provide materials or services that the contractor is required to provide under this contract will be reallocated to the contract and the contract price shall be reduced by a mutually agreed upon value of such in-kind gifts/donations upon their incorporation into the contract.

4.8 Objective 8: Provide Transportation Services

4.8.1 Required Results:

4.8.1.1 Secure appropriate vehicles and/or buggies, and where necessary, drivers, to transport VIP visitors, performers, and staff, where required, to, from and within the Expo Site.

4.8.1.2 Transport, daily, supplies and equipment as required from off-site storage or local suppliers/vendors to the Expo Site.

4.8.1.3 The contractor shall ensure all drivers have the required documents, including insurance to operate the vehicles in the country.

4.9 Objective 9: Provide Marketing and Media Services to promote U.S. Pavilion through physical assets and to global media and visitors.

4.9.1 Required Results:

4.9.1.1 The contractor shall design and procure at least two different pins featuring the U.S. Pavilion approved logo as part of promoting the Pavilion.

4.9.1.2 The contractor shall procure other required marketing materials such as posters, brochures, stickers, official guest book, etc.

4.9.1.3 A marketing plan and products should be submitted and approved by the Department before production.

4.9.1.4 The contractor shall procure official Pavilion logo self-inking stamper for visitors to stamp their Expo passports.

4.9.1.5 The contractor shall employ a highly qualified and creative media team including media officers and photographers/videographers with responsibilities for drafting and releasing official Pavilion press releases, updating, and maintaining Pavilion social media accounts, updating the platform and maintaining the official Pavilion website including events calendar, shooting and editing photos and videos for official use and distribution, basic graphic design to produce infographics and other reports, updating and maintaining a weekly newsletter, etc. Media produced should be available in English and Japanese on all platforms, coordinating closely with the Department before publishing.

4.9.1.6 The contractor shall produce one short video per month, at the direction of the Department, for promotional use through March 30.

4.9.1.7 Beginning April 1, the media team shall produce at least one video per week during the Expo.

4.10 Objective 10: Design and produce custom uniforms for Pavilion Operations Staff and Youth Ambassadors.

4.10.1 Required Results:

4.10.1.1 The contractor shall design two (2) separate uniforms, one formal and one informal and must be approved by the Department. The uniforms must be comfortable, breathable, and movable and embody the American spirit and fashions.

4.10.1.2 Ideally, uniforms are made of American-sourced materials and designed or produced by an American brand.

4.10.1.3 The contractor shall store uniforms on-site

4.10.1.4 The contractor shall provide uniforms to all staff, including 88 Youth Ambassadors, Retail and Front of House (FOH) staff.

4.10.1.5 The Contractor will be responsible for cleaning services for uniforms and performer costumes and attire.

4.10.1.6 Uniforms must be complete in time for fittings at Youth Ambassador kick off or prior to March 2025.

4.11 Objective 11: Produce a highly engaging and celebratory U.S. National Day on July 19, 2025.

4.11.1 Required Result

4.11.1.1 The contractor shall produce a U.S. National Day celebration, featuring décor, performers, food and giveaways for the general public, as well as a VIP program and high-level dinner for a visiting delegation.

4.12 Objective 12: Provide support for Commissioner General and Events

4.12.1 Required Result

4.12.1.1 Secure a minimum of 650 one day tickets to Expo to be distributed at the discretion of the Commissioner General and Deputy Commissioner General.

4.12.1.2 Support the Commissioner General through a minimum of 15 hosted events at the Pavilion, to be planned at the Commissioner General’s discretion as representational events. Food & Beverage costs for these events are covered under a separate contract.

4.13 Objective 13: Provide Program Management support services for public programing and performances, expert speakers, visiting chefs, and U.S. business and educational programs.

4.13.1 Required Results

4.13.1.1 Employ a Programming Manager and support team to manage the cultural performers, including scheduling their performances at the Pavilion, on the Expo site, and potentially collaborations with other country pavilions.

4.13.1.2 Coordinate with the Department’s programming grantee, Meridian International, who will manage recruitment, and air travel for 75 American cultural performers.

4.13.1.3 Lease required musical and performance equipment that cannot be transported from the United States.

4.13.1.4 The Contractor shall execute visas, local government registration requirements, Expo registration, bi-weekly stipend, insurance, and healthcare for the Cultural Performers.

4.13.1.5 Employ a qualified team of technical stage experts to manage set-up, breakdown, lighting, sound, A/V for all pavilion performances. The technical stage and A/V equipment provided ES Global is attached.

4.13.1.6 Coordinate with the Department to schedule programs at the pavilion and on the Expo site for visiting expert speakers and chefs.

4.13.1.7 Coordinate and schedule programs on the pavilion stage, and in potentially other public spaces, as sought out by potentially U.S. companies and organizations, sponsors, and other single-visit performers.

4.13.2 General Information:

4.13.2.1 The Expo 2025 Association and the Department are exploring appropriate housing options. The Food and Beverage contractor will provide one shift meal for all Pavilion staff, including CPs.

4.13.2.2 The Department will recruit approximately up to 30 expert speakers, and at least five high-profile chefs to participate in events and programs at the Pavilion. Speaker programs will take place over three days. Culinary programs over five days. The Department's grantee, Meridian International, will arrange for air travel, hotel accommodations, per diem, honorarium and insurance.

4.14 Objective 14: Utilities

4.14.1 Required Results

4.14.1.1 Support pavilion/building maintenance and operations

4.14.1.2 Submit monthly proof of payment for USA Pavilion utilities including electricity and water/sewage from the date of Pavilion handover, March 3, 2025 through October 23, 2025.

4.15 Objective 15: Provide Insurance for the Pavilion as well as staff and visitors to address potential liabilities.

4.15.1 Required Results

4.15.1.1 Proof of insurance beginning on March 3, 2025, through October 23, 2025, must be provided by February 15, 2025 to the Contracting Officer Representative. See attached Expo 2025 Guideline – Insurance dated December 2023 on required insurances.

4.16 Objective 16: Provide Financial Management services to maintain complete and transparent financial records for pavilion operations and retail store.

4.16.1 Required Results

4.16.1.1 The contractor shall maintain records of all commercial activities, including sales, value add tax (VAT), royalties and payments.

4.16.1.2 The Contractor shall retain copies of all vendor invoices, vendor payments, and bank statements related to Operations.

4.16.1.3 The Contractor will use the participation agreement to facilitate payment and obtain VAT refunds for operations and commercial related goods and services procured.

4.16.1.4 Records of financial activity shall be provided to the Department monthly before and after the Expo and on a weekly basis during Expo. These shall include: bank balances, including details of inward transfers and deposits, outgoing payments, opening and closing balances, details of VAT collected and paid, and details of royalties invoiced and paid.

4.16.2 General Information:

4.16.2.1 The contractor will comply with any requirements of the Department and/or Expo 2025 in relation to any audit requirement of sales from commercial activities.

4.17 Objective 17: Provide Equipment and Supplies for operations and event management.

4.17.1 Required Results

4.17.1.1 Ensure the safety, comfort and needs of visitors and guests.

4.17.1.2 Procure required supplies and equipment for operations and event management. Procure and install a high quality, foot counter system to track visitor flow and numbers on a daily basis. Please review the suggested inventory list for minimum requirements.

4.17.1.3 Produce a procurement schedule for all required equipment to ensure delivery of materials on site by March 30, 2025.

4.17.1.4 All supplies and equipment must be in good working order, and must be repaired and replaced within 48 hours.

4.18 Objective 18: Communications

4.18.1 Required Results

4.18.1.1 Procure or lease secure, commercial WIFI routers and internet utility services for the duration of the Expo. WIFI must be in good working condition during Expo operational hours. Repairs/replacements should be completed during off-hours. If WIFI is not functioning, repair/replacement is required within 24 hours.

4.18.1.2 Separate, secure routers are required for Operations staff, Business/Events, and Department staff. The telecommunication contract will be set-up prior to the operators start date and a vendor has been identified.

4.18.1.3 The Contractor is required to lease radio equipment to ensure the safety and security of visitors and direct communications with ops staff.

4.18.1.4 Procure local SIM cards for U.S. staff, Youth Ambassadors and Cultural Performers.

4.19 Objective 19: Provide Pavilion Operations Closeout services

4.19.1 Required Results

4.19.1.1 Contractor shall provide a draft closeout plan 45 days before the end of the Expo. The final negotiated plan will be negotiated with the Government and approved by both parties before no later than 15 days before the end of the Expo.

5. Optional Performance Objective

5.1. Provide Pavilion and Exhibit Maintenance

5.1.1. Required Results

5.1.1.1. Maintain the Pavilion’s facilities and systems in proper working order throughout the course of Expo. Maintenance and repair of building electrical, mechanical, plumbing and fire protection systems.

5.1.1.2. Perform routine preventive and responsive maintenance on all Pavilion facilities and systems. Coordinate with ESG on warranty and systems issues and ensure building and equipment certifications are maintained. Systems shall be handed back over to ESG on October 23 in good working order.

5.1.1.3. Ensure protection of critical systems - Fire Fighting and Vertical Transport, throughout the course of Expo.

5.1.1.4. Perform routine preventive and responsive maintenance on all FLS Fire Detection Systems. Ensure sufficient spares and consumables are in place if these systems are utilized.

5.1.1.5. Maintain the Pavilion’s public exhibition/shows in proper working order during the Pavilion’s public hours (0900-2200) seven days a week during the course of Expo.

5.1.1.6. Employ experienced technical staff in exhibits management and maintenance, with a focus on video projections and mapping, audio, lighting, etc. to provide AV technical support including daily checks, minor component replenishment and repair diagnostics, software calibration and updates, and exhibit hardware. Procure required exhibit effects supplies including dry ice and scent cartridges. The Contractor will coordinate with ES Global on technical exhibit issues.

5.2. Develop and Execute Educational Supplemental Program

5.2.1. Required Results

5.2.1.1. Design and distribute, in Japanese, a curriculum guide for teachers grades K-8 to prepare student groups for their visit to the USA Pavilion during Expo 2025. The study guide will be developed in partnership with ESG Global, the exhibition designer, to ensure accurate information related to the exhibition.

5.2.1.2. Develop a stage performance program featuring STEAM experiments targeted at teaching and inspiring kids about science and technology.

5.2.1.3. Develop and distribute 20,000 after-visit STEAM learning kits, in Japanese, for teachers to continue to inspire their students with additional activities after their visit to the USA Pavilion.