RFP 19AQMM24R0259 Answer to Questions - Final.xlsx
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- Expo 2025 Operation Services
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- 19AQMM24R0259
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This document is Request for Proposal (RFP) 19AQMM24R0259 for Expo 2025 Operation Services. The solicitation is a total small business set-aside requirement issued by the Department of State Office of Acquisition Management. The contractor will be responsible for operating and maintaining the U.S. Pavilion at Expo 2025 in Japan, including staffing, retail operations, facilities management, transportation, marketing, events, and cultural programming. The RFP provides a detailed Statement of Objectives outlining 18 key tasks the contractor must perform. Proposal submissions are due by 5:00 PM EDT on October 25, 2024. This is an incrementally funded contract, and the government will negotiate a payment schedule with the selected contractor post-award. The solicitation includes specific instructions for the technical, cost/price, and administrative proposal components.
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| Questions # | Document Reference | Section | Question | Answers |
| 1 | 19AQMM24R0259 | Consortium Presentation: Could you please clarify if the offeror is permitted to present its proposal as a consortium? If consortium participation aligns with the solicitation's terms, could you also specify which documents need to be submitted as part of the proposal to present as a consortium? | Offerors are permitted to present proposal as a consortium but its important to note this is a small business set-aside requirement. If a Consortium is presented with a large business one of the small business consortium members will need to maintain 50% of the contract value. If all members of the consortium are small business then then the requirements in Clause 52.219-14 does not apply. | |
| 2 | 19AQMM24R0259 | Documentation Requirements: Could you please clarify if there are any administrative or financial documents that the offeror is required to submit at the tender stage? Additionally, if submitting as a consortium, would these documentation requirements apply to all consortium members, or only the lead member? | No administrative documents are required with the offerors propsoal. Please refer to L-001 - Techincal Proposal Instrucstions, L-002 Cost/Price Propsoal Instrucstoins, L-007 - Solicitation Response, and L-011 - Organization of Volumes for information on documents that should be submitted with the offerors proposal. | |
| 3 | 19AQMM24R0259 | B-008 Travel Cost (Time-and-Materials/Labor Hour) | According to Clause B-008 - Travel Costs (Page 4), it states that travel costs should be reimbursed in line with FAR 31.205-46. Could you please confirm if potential travel expenses are to be included in the cost proposal within Attachment 2 – Pricing Template, or if they will be reimbursed separately as actual costs? | The Government confrims Potential Travel expenses are to be included in the cost proposal within Attachment 2 - Pricing Template. Mobilization and deomobalizaton travel to get into and out of Japan. Amend proposal instructions. |
| 4 | 19AQMM24R0259 | PIV Badge: Could you please clarify what a PIV (Personal Identity Verification) badge entails and if it is mandatory for the contractor employees filling these roles to be U.S. passport holders? Additionally, does the requirement for possessing a PIV badge apply solely to U.S. citizens, or are non-citizens eligible if they meet specific criteria? | Clause 652.237-800 Safety and accountability for everyone (SAFE) is being removed from the soliciation as it is not applicable for this requirement. This is reflected in soliciation amendment 19AQMM24F0259-00001. | |
| 5 | 19AQMM24R0259 | Clarification on Technical Proposal Format and Design Requirements: Could you please confirm if the technical proposal submission is strictly required in Microsoft Word format, as opposed to a designed presentation deck? Additionally, could you provide clarification on any specific design requirements or limitations that must be adhered to in the technical submission for the use of images or graphics? | Per L-001 - Technical Proposal Instructions, "Technical proposals may be formatted in Microsoft Word, Microsoft Excel (for the price redacted Basis of Estimate), or Adobe PDF only." The Government will not accept a designed presentation deck. Clause L-001 also defines the use of tables and figures and states, "The font size for tables and figures, and any other type of inserts can be no smaller than 12 point. The font size for any graphics as it appears on the printed page can be no smaller than 12 point. Margins shall be one-inch at top/bottom and left/right of the page and pages may not be reduced form. Headers and footers are allowed in the margins and their font size can be no smaller than 10 point. The following are exclusions from the page limitation: the cover page, table of contents, and resumes. | |
| 6 | 19AQMM24R0259 | Payment Terms: May the offeror propose a payment schedule for this contract? We note that specific payment terms are not directly addressed in the visible excerpts of the solicitation document. Could you provide guidance on the flexibility of the payment structure and indicate if there is room for negotiation? | Clasuse G-001 Payment Schedule has been incorporated into the soliciation and a payment schedule will be negotiated after award. | |
| 7 | 19AQMM24R0259 | Requirement for Contracting Party: Could you please confirm whether it is required or preferred for the contracting party to be an American company, or if companies based in other countries are eligible to serve as the primary contracting entity? | It is not a requirment for the offeror to be an American Company. However, this is a Total Small Business Set Aside requirement so only offerors which qualify as part of the Small Business Programs defined in FAR Part 19 will be consider for this contract. | |
| 8 | 19AQMM24R0259 | 52.219-14 - Limitations on Subcontracting (Oct 2022) | Clause 52.219-14 (Pages 18-19) specifies that subcontracted services must not exceed 50% of the contract's total value. Given that the majority of the services required under this contract will need to be subcontracted, could you please confirm if this limitation strictly applies to this contract? Additionally, are there any considerations, exceptions, or flexibility in this clause to accommodate contracts where extensive subcontracting is necessary? | The Government choose a set aside requirement of Total Small Business per FAR 19.5. As perscribed in FAR 19.507(e), The contracting officer shall insert the clause at 52.219-14, Limitations on Subcontracting, in solicitations and contracts— (1)For supplies, services, and construction, if any portion of the requirement is to be set aside for small business and the contract amount is expected to exceed the simplified acquisition threshold, and in any solicitations and contracts that are set aside or awarded on a sole-source basis in accordance with subparts 19.8, 19.13, 19.14, or 19.15, regardless of dollar value. This includes multiple-award contracts when orders may be set aside for small business concerns, as described in 8.405-5 and 16.505(b)(2)(i)(F), and when orders may be issued directly to a small business concern as described in 19.504(c)(1)(ii). For contracts that are set aside, the contracting officer shall indicate in paragraph (f) of the clause whether compliance with the limitations on subcontracting is required at the contract or order level. |
There are no considerations, exceptions, or flexibilities in this clause which would allow the prime small business contractor to subcontract work in excess of 50%.
| 9 | 19AQMM24R0259 | 52.222-41 - Service Contract Labor Standards (Aug 2018) | Clause 52.222-41 (Pages 19-20) appears to reference U.S. labor law standards. However, given that wages must comply with Japanese labor law, could you confirm if employees under this contract are strictly subject to U.S. Service Contract Labor Standards? Furthermore, considering that Japanese subcontractors will likely not accept the application of U.S. labor law locally, is compliance with U.S. labor law mandatory in this context? | Clause 52.222-41 - Service Contract Labor Standards (Aug 2018) is being removed from the soliciation as it is not applicable for this requirement. This is reflected in soliciation amendment 19AQMM24F0259-00001. |
| 10 | 19AQMM24R0259 | 52.222-50 - Combating Trafficking in Persons (Nov 2021) – Compliance Plan | Is the compliance plan referenced in the document (clause (H) page 28) applicable to this contract? We do not see explicit instructions regarding a compliance plan in the excerpts provided. | Yes, Clause (h) Compliance plan of FAR 52.222-50 is applicable to this contract. |
| 11 | 19AQMM24R0259 | 652.232-72 - Limitation of Funds (Aug 1999) | Clause 652.232-72 (Page reference needed) implies limitations on funding. Is there a specific Section B detailing a fixed price for this contract, and is there a designated budget? Kindly direct us to the precise location within the document that outlines the financial structure or budgetary constraints. | This requirement will be incrementally funded. Clasuse G-001 has been incorporated into the soliciation and a payment schedule will be negotiated after award. |
| 12 | 19AQMM24R0259 | L-002 - Cost/Price Proposal Instructions | Regarding the Cost/Price Proposal Instructions (Section L-002): Could you please clarify the specific performance period dates for Task 3.6.1 through 3.6.4, noted as November 1, 2025, to December 31, 2025 (after Expo ends)? If these dates are further adjusted within the solicitation document, please indicate the corresponding section and page. | This was and administrative error and will be corrected in a modification to the soliciation. L-002 D. Pricing Table Objective 1 - Staffing tab should reference Task 4.1.1.1 through 4.1.1.5 and have period of perofrormance dates as follows. November 1, 2024 to December 31, 2025. |
| 13 | 19AQMM24R0259 | Page Limit for Technical Proposal: Does the 40-page limit for the technical proposal include the Performance Work Statement (PWS), Quality Assurance Surveillance Plan (QASP), detailed milestone schedule (Gantt Chart), procurement schedule, uniform schedule, retail schedule, and corporate resumes of two relevant contracts? Or, can these documents be provided as separate attachments? | The Government confirms the 40-page limit for the technical propsoal includes erformance Work Statement (PWS), Quality Assurance Surveillance Plan (QASP), detailed milestone schedule (Gantt Chart), procurement schedule, uniform schedule, retail schedule, and corporate resumes of two relevant contracts. These documents should be incldued in the offerors techincal proposal and NOT as seperate attachments. | |
| 14 | 19AQMM24R0259 | Relevant Contracts: For the corporate resumes, can they include current contracts, or do they need to be for already completed contracts? | The Government will accept current contracts as long as they adhere to the prposal intructions in Clause L-001 and Clause M-002. | |
| 15 | 19AQMM24R0259 | Price Proposal Content: Should the 10-page price proposal include a proposed payment schedule? Are these 10 pages for the price proposal separate from the 40-page limit of the technical proposal? | The Government confirms the 10 pages for the price proposal are sepearte from the 40-page limit of the technical proposoal. | |
| 16 | 19AQMM24R0259 | Submission Method: Should the proposal submission be done electronically via email to the Contracting Officer, or should it be uploaded via the SAM portal? If submission is via email, can we use file transfer services such as WeTransfer or Dropbox to provide links to the documents? | Proposal submissions should be done electronically via email per clause L-005. | |
| 17 | 19AQMM24R0259 | Resume Requirement: Is the resume of the Operations Director the only one required at the tender submission stage? | The Government confirms the resume of the Operations Director is the only resume required at the time of Proposal Submissions. | |
| 18 | 19AQMM24R0259 | Attachment 2 – Pricing Template: Since all tabs are empty (apart from “Summary”), is the offeror required to create their own pricing tables in accordance with the instructions provided within L-002 - Cost/Price Proposal Instructions? | The Government confirms the offerors is required to create their own pricing tables in accordance with the instructions provided in Cluase L-002 - Cost/Price Proposal Instructions. | |
| 19 | 19AQMM24R0259 | Extension of Submission Deadline: Is it possible to request an extension of the tender submission deadline by two weeks? | Extend to 5 pm EST on October 25, 2024. | |
| 20 | Statement of Objectives | Event Calendar: Besides the specific events outlined in Objectives 11 and 12, will the rest of the event calendar be provided by the U.S. Government? If not, will the offeror be responsible for both conceptualizing and managing these events? | The Operations contractor and the U.S. government will work together to develop the event calendar to create, conceptualize and manage all events. The ivolvement of the contrator or the U.S. government will vary depending on the programming proposed. | |
| 21 | Statement of Objectives | Building Handover (March 1, 2025): Will the pavilion be fully handed over to the contractor on March 1, 2025, or will it still be in the testing and commissioning phase? | The design/build contractor will initate a "soft" handover to te Operations contractor in order to facilitate the pruchase of necesary equiptment. The Design/Build contractor wil still be present to continue exhibit testing and finalize contruction | |
| 22 | Statement of Objectives | Objective 1 - 4.1.1.1 | Is the Health and Safety Officer's role expected to be included under another position, or should the Contractor recruit a separate Health and Safety Officer specifically for visitor safety? Protocol and finance/HR roles are mentioned as part of the Pavilion's operational needs but are not listed among the key personnel. Should these roles be added as separate staff positions? | The health and saftey objective can be fulflled either though the hiring of a specific officer or manager, alternatively, the objective can be fulfilled through a combination of other operations management and staff hired by the vendor. |
| 23 | Statement of Objectives | Objective 1 - 4.1.1.2 | Could you provide additional details on the expected scope of support for coordinating health insurance and emergency medical evacuation? | All health insurance and emergency preparedness guidlines are issues by Japan's Expo Association |
| 24 | Statement of Objectives | Objective 1 - 4.1.1.3 | Are the Youth Ambassadors expected to cover all hosting and visitor guide roles within the Pavilion (Front of House personnel), or will there be a need to hire additional local staff for these functions? | The 66 YA's will cover most of the visitor guide roles, with the need for shift leads on the floor to manage rotations. YA's can and should also be scheduled for other support staffing needs within Events, Protocol, Media, etc. |
| 25 | Statement of Objectives | Objective 1 | Could you please provide details on the overall scale of Front of House staffing required for the project (visitor guides, team leaders etc), including the number of personnel needed for each position, their required qualifications (e.g., English proficiency levels), and the number of positions that need to be filled per shift? | The pavilion is open from 9 am-10 pm everyday and staff/Youth Ambassadors must comply with Japanese labor laws in terms of total hours per day. Four management-level positions are required to be U.S. citizens. Remaining staff are not required to have English proficiency however it is desierable for media, events, and protocol staff to have some English proficiency. Minimum staffing requirements are outlined below: |
| Operations Director* | 1 |
| Deputy Operations Director* | 1 |
Programming Manager* 1
| Business Program Manager | 1 |
| Protocol Officers | 3 |
| Events Manager | 1 |
| Finance / HR Manager | 1 |
Media Manager* 1
| Events Coordinators | 3 |
| Delivery Driver / Warehouse/Logistics - Local | 2 |
| Shift Team Leaders | 3 |
| Executive Office Assistant | 1 |
| Admin & Logistics Manager | 1 |
| Photographer / Videographer | 2 |
| Media Officers | 3 |
| Stage Manager | 1 |
| Stage Coordinator/AV Tech | 3 |
Interpreters 3
| Cultural Performers (by US Dept. of State) | 45 | ||||
| Youth Ambassadors (by US Dept. of State) | 68 | ||||
| 26 | Statement of Objectives | Objective 1 - 4.1.2.2 | Are there specific qualifications or experiences required for the management-level staff positions, particularly those roles that must be filled by U.S. citizens? Additionally, can U.S. citizens already residing in Japan fulfill these roles, or do they need to be recruited from the United States? | The Department does not have requirements will review and approve positions descriptions. U.S. citizens residing in Japan can fulfill these roles. | |
| 27 | Statement of Objectives | Objective 1 - 4.1.1.5 & 4.1.3.2 | Since the Department has already secured housing for the Youth Ambassadors, what role will the Contractor play in executing lease agreements and managing payments? Will there be any additional housing coordination responsibilities? | Coordinate and procure "welcome" packets with items like toilet paper and laundry detergent to get YA's accliomated to their new housing. Will also need to coordindate and procure apartment cleaning services for the housing that vacated and then accomodated by newly arriving YA's. | |
| 28 | Statement of Objectives | Objective 1 | Can you confirm if the visas for Pavilion staff will be the special Expo Activity Visa under the U.S. Pavilion? | Confirmed | |
| 29 | Statement of Objectives | Objective 2 - 4.2.1.1 | At the time of tender submission, are we required to propose a specific range and design of retail merchandise, or can this be developed after the contract is awarded? If a proposal is required, could you please provide the U.S. Pavilion's brand book and any relevant information about the Pavilion's theme? | No, a schedule for the Retail operations including range development, procurement, staffing, etcy. is required for the submission. The range will be developed with Department oversight and approval after award. | |
| 30 | Statement of Objectives | Objective 2 - 4.2.1.1 | Will the Contractor have creative freedom in developing the range of retail products, or will the Department provide specific guidelines or product categories? Additionally, is there a minimum quantity of stock that the retail store is expected to maintain throughout the Expo? | The Contractor will develop the range, with a desire to feature products that are '"Made in the USA". For items made outside of the U.S., Department approval is required. | |
| 31 | Statement of Objectives | Objective 2 - 4.2.2.2 | Is the U.S. Government expected to receive any additional royalties from the retail shop revenue apart from the 8% directed to Expo 2025? If so, what is the expected amount or percentage? | No, the Department will not receive any additional royalties. | |
| 32 | Statement of Objectives | Objective 3 - 4.3.1.3 | Could you please provide detailed information about the existing irrigation system and the landscaping plans for the Pavilion? | There is a standpipe in the Plaza. The operator is expected to make provision for a hose pipe for watering plants in the Plaza. Guidance will be given by the landscape contractor but will also be weather dependent. | |
| 33 | Statement of Objectives | Objective 3 - 4.3.1.10 | Could you confirm if façade cleaning is required? If so, please provide details of the façade, including dimensions, materials, and any specific cleaning requirements. | As a rule, the façade should not require cleaning, but adverse weather and the possibility of ad hoc events (eg bird droppings) will require provision of a long cleaning pole (11.5m for façade). |
The cube façade will also require occasional cleaning. The frequency is entirely weather dependent. This should also be achievable with a long pole (cube height max 16m) and access to the standpipe in the Plaza. There is no rope access from the roof of the cube.
Operator could make provision for some access equipment, but weight restrictions will apply.
| 34 | Statement of Objectives | Objective 3 - 4.3.1.17 | Since disposal costs are invoiced per kilo and the rates have not been published by the Expo 2025 Organizers, how should the Contractor account for this in the proposal? Will there be an opportunity to adjust the contract once the rates are known? | For Price Proposal Instructions the offeror shall propose $150,000.00 for Objective 3 task 4.3.1.17. his "plug" figures does not obligate or limit the government and has been provided for price evaluation purposes only. The Government will negotiate changes based on the Expo provided rate per kilo after award. | ||
| 35 | Statement of Objectives | Objective 4 - 4.4.1.4 | Are we required to provide dedicated guards specifically for monitoring the CCTV room, or will this task be managed by the guards on patrol? | The Security Plan, including physical guards along with digitial surviellence will be agreed upon after award. | ||
| 36 | Statement of Objectives | Objective 5 - 4.5.1.1 | Is there an estimated number of meetings or events where English interpretation services will be required, and will the interpreters need to be available on a full-time basis, or on an as-needed basis? | We anticipate that the U.S. Commissioner General, State Department officers and public diplomacy speakers and cultural envoys will require interpretation support for all formal meetings and engagements with the Government of Japan, media and other local private sector partners. | ||
| 37 | Statement of Objectives | Objective 5 | How many interpreters are required to be provided? Additionally, are English and Japanese the only languages required, or will interpretation services for other languages be necessary? | Only Japanese and English are required. | ||
| 38 | Statement of Objectives | Objective 6 - 4.6.1.1 | What is the scope of "executing non-binding sponsorship agreements"? Will the Contractor be responsible for implementing pre-defined agreements? | Yes, the agreements align with the approved and provided sponsor benefits packages | ||
| 39 | Statement of Objectives | Objective 6 - 4.6.2.1 | Will the Contractor be responsible for sourcing and managing all deliverables (e.g., catering, event management, marketing) related to the sponsor benefits, or are there pre-approved suppliers that must be used? | Yes the Contractor will be responsible for sourcing and managing. Catering costs will be determind by the in-house Pavilion Food & Beverage vendor. | ||
| 40 | Statement of Objectives | Objective 6 - 4.6.2.2 | Since a vendor has been contracted to solicit sponsors, how will the Contractor interact with this vendor, particularly when activating and fulfilling sponsor benefits? | The private sponsor contractor will work collaboratively with the vendor to "hand off" sponsors and relationships and manage details of the sponsor | ||
| 41 | Statement of Objectives | Objective 6 - 4.6.2.4 | Regarding the costs associated with sponsorship activations that sponsors will provide directly to the Contractor, could you please clarify the process for invoicing and payments? | Costs for sponsor activation will be reviewed by the private sponsorship contractor and the vendor will issue an invoice directly to the sponsor to cover these costs. | ||
| 42 | Statement of Objectives | Objective 6 | Is there a set timeline or sequence for executing sponsorship agreements and delivering benefits, or will this depend on the individual sponsor's needs? | This will depend on the sponsor and the outlined needs captured in the non-binding sponsorhsip agreement. | ||
| 43 | Statement of Objectives | Objective 6 | How is this objective expected to be costed and presented for the tender submission? Are there specific guidelines or cost structures that the Contractor should follow? | No. | ||
| 44 | Statement of Objectives | Objective 7 | How will the value of in-kind donations be assessed and mutually agreed upon for the purpose of contract price reduction? | In-kind donations that offset the contract price will be reallocated into an agreed upon objective/CLIN. For example, if a uniform sponsor donates uniforms to the Department, then the requirement under that objective may be reduced/removed depending on the size and scope of the donation. | ||
| 45 | Statement of Objectives | Objective 7 | How will the reallocation of in-kind donations affect the Contractor’s responsibilities under this contract? | In-kind donations that offset the contract price will be reallocated into an agreed upon objective/CLIN. For example, if a uniform sponsor donates uniforms to the Department, then the requirement under that objective may be reduced/removed depending on the size and scope of the donation. | ||
| 46 | Statement of Objectives | Objective 7 | What is the approval process for U.S. companies/brands that wish to provide in-kind donations? Will the Contractor have a role in identifying and coordinating these donations, or will this be managed exclusively by the U.S. Government/Department of State? | This process is managed entirely by the private sponsorship contractor and the Department. | ||
| 47 | Statement of Objectives | Objective 7 | How is this objective expected to be costed and presented for the tender submission? Are there specific guidelines or cost structures that the Contractor should follow? | This process is managed entirely by the private sponsorship contractor and the Department. | ||
| 48 | Statement of Objectives | Objective 8 | Could you please provide guidance on the expected number and types of vehicles (including buggies) required for the transportation of VIP visitors, performers, staff, and daily supply deliveries to and within the Expo site? | Transportation for USG VIP will be arranged under an alternate transport contract. Operations transport needs are expected for all other sponsors/private sector VIP's, performers and speakers and supply. Staff are expcted to utlize metro/bus/ferry public transportation. Minimum vehicle lease requirements are below. Buggies/ Golf Carts | 2 | |
| Small vehicles | 4 | |||||
| 10 person van | 1 |
Small Truck/Transport 1
| 49 | Statement of Objectives | Objective 8 | Should the Contractor include specific vehicles in the proposal, or will this be determined at a later stage? | Yes, include. |
| 50 | Statement of Objectives | Objective 8 | Could you provide more detail on the expected frequency and volume of daily transportation for supplies and equipment? | This will largely depend on off-site storage needs for retail and other off-site needs for event support, printing, etc. |
| 51 | Statement of Objectives | Objective 8 | Will the Contractor be responsible for obtaining specific access permits to Expo site? | yes |
| 52 | Statement of Objectives | Objective 9 | For Objective 9, do we need to propose any marketing or media ideas at the time of tender submission? If so, could you please provide the brand book for the U.S. Pavilion to guide our design proposals? | No, this will be provided post-award. |
| 53 | Statement of Objectives | Objective 9 | Should a draft of the media plan be submitted along with the tender, or will this be developed post-award? | Post-award |
| 54 | Statement of Objectives | Objective 9 - 4.9.1.1 | Could you provide more details on the specifications for the pins (e.g., size, material, quantity) that are to be designed and procured? Should the pins include specific packaging for distribution? | Souvenir pins can be made of any material and should be lapel size. At least 25,000 pins should be procured. Packaging is up to the vendor to propose. |
| 55 | Statement of Objectives | Objective 9 - 4.9.1.5 | Are there specific qualifications or experience levels required for the media officers, photographers, and videographers? | English language profeciency is desirable. The ability to shoot and edit videos is also desired. |
| 56 | Statement of Objectives | Objective 9 - 4.9.1.6 & 4.6.1.7 | Could you clarify the expected length for the monthly and weekly promotional videos? | Produced videos are for the Pavilion Youtube and Instagram platforms and should be short. |
| 57 | Statement of Objectives | Objective 9 - 4.9.1.5 | Could you provide more details on the current state of the Pavilion's social media accounts and website? Will the Contractor be expected to develop a new website or manage the existing one? Are there preferred social media platforms? | The Department requires that the vendor design and manage a pavilion website, with direction and input from the Department. The Department anticipates this coordination and work to take place immediatly upon contract execution. The pavilion has exisiting social media platforms and the vendor will take over the content development, analytics, and promotion of the platforms beginning in January 2025. |
| 58 | Statement of Objectives | Objective 10 - 4.10.1.2 | If American-sourced materials or American brand involvement is not feasible, are there alternative materials or brands that would be acceptable? | Yes, with Department approval. |
| 59 | Statement of Objectives | Objective 10 - 4.10.1.2 | Could you confirm the total number of uniforms/sets of uniforms required, including both formal and informal, for all staff and the 88 Youth Ambassadors? Should we assume each individual receives both a formal and an informal uniform set? | Please see the attached minimum requirements for uniforms. |
| 60 | Statement of Objectives | Objective 10 | Is it necessary to provide the design of uniforms as part of the tender proposal, or can this be developed after the contract is awarded? | Post-Award |
| 61 | Statement of Objectives | Objective 11 - 4.11.1.1 | Could you provide more details on the expected scale and scope of the U.S. National Day celebration, such as the estimated number of attendees for both the public event and the VIP dinner? | Private event could include 200+. Public event is for Expo visitors on July 19, 2025. |
| 62 | Statement of Objectives | Objective 11 | Will the contractor have the creative freedom to select the food and giveaways for the public event, or are there specific guidelines or items that must be included? | The contractor has the creative freedom to propose activities, performances and programs for the public event as well as support for the private program. |
| 63 | Statement of Objectives | Objective 11 | Are we required to provide a creative proposal for the U.S. National Day celebration at the tender submission stage? | No. |
| 64 | Statement of Objectives | Objective 11 | Should the performers' cache be included in the proposal, or will these be negotiated separately once the contract is awarded? | Negotiated seperatly |
| 65 | Statement of Objectives | Objective 12 | Which kind of support will be required? Should we include the costs for the full production of the 15 hosted events in our proposal, or are we only expected to provide the costing for the staff required to execute these events? | Only for event staff. The catering costs and catering staff costs are covered seperatly in the f&b contract |
| 66 | Statement of Objectives | Objective 13 | Does the reference to 75 different performers imply that there will be 75 distinct cultural events, or will some performers be grouped into collective performances? | 75 performers, in total, will be selected to participate in a residency program. Three cohorts (each 7-8 weeks) of perforemrs will be booked for the pavilion on rotation. |
| 67 | Statement of Objectives | Objective 13 - 4.13.1.3 | Without technical riders from the performers, how should we quote the lease of musical and performance equipment? Would it be acceptable to propose a provisional lump sum subject to adjustment, or will this aspect be managed under a separate contract? | Yes it is acceptable. |
| 68 | Statement of Objectives | Objective 13 - 4.13.1.4 | Can you confirm if the visas for the cultural performers will be the special Expo Activity Visa under the U.S. Pavilion? | Yes |
| 69 | Statement of Objectives | Objective 13 - 4.13.1.6 | Does "coordination" include the production of events on the Expo site, or will production expenses be covered separately by the Government? | Expo venues are reported to be fully equipped, however if additional equipement is required 3for a performace or event that is not provide by Expo, then the vendor will be responsible for securing. |
| 70 | Statement of Objectives | Objective 13 - 4.13.1.7 | Has the U.S. Government pre-booked any venues at the Expo site? Are the mentioned “public spaces” inside the Expo grounds or external to the Expo site? | A few venues are booked, however depending on thje final schedule of performers, the Expo Team may explore booking or swapping bookings with other countries as needed. |
| 71 | Statement of Objectives | Objective 14 | Will the utility accounts (electricity and water/sewage) be set up by the Contractor, or will they be transferred upon Pavilion handover? If the Contractor is responsible for setting them up, are there preferred utility providers we should use | Utilities are invoiced to the USA Pavilion and issued by the Expo Association. |
| 72 | Statement of Objectives | Objective 14 | Does "support pavilion/building maintenance and operations" include managing any utility-related repairs or adjustments, such as handling power outages or water supply issues, during the event period? | yes |
| 73 | Statement of Objectives | Objective 14 | Regarding the $673,143.00 'plug' figure provided for utilities in tasks 4.14.1.1 through 4.14.1.2, could you please confirm if there will be an adjustment to the contract should the actual utility costs exceed this amount? | yes, the utitlities is an estimate and if the costs are to exeed this amount, the contract will be modified |
| 74 | Statement of Objectives | Objective 15 | Could you please specify the exact types of insurance required according to Figure 1.3 on page 6 of the Expo Guideline GL8-1-1, and provide details on the expected insurance premiums? Additionally, could you clarify whether these premiums need to be arranged directly by the Official Participant, or if the Contractor is responsible for requesting them from the Expo Organizers? | The insurers can be anyone in the Japanese market; if you wish to use an international company then this is possible but the policy then needs to be “fronted” by a Japanese company providing services. Insurances are not provided by Expo Association. The shared premium between the organizer and the participants for retail merchandise is the sole responsilitiy of the vendor. The shared premium between the organizer and the participants for facilities is to be costed in the bid. The Orgainzer will invoice the Participant for the agreed upon shared premium and this invoice is to be paid by the vendor. |
| 75 | Statement of Objectives | Objective 15 | Will the insurance requirements cover all Pavilion activities, including events, performances, and daily operations? Should the Contractor anticipate any specific risks that need to be addressed in the policy? | yes, insurance should cover events, performances and operations. Third Party Insurance (Civil Liability) [Mandatory] – Third Party Insurance (Civil Liability) [Mandatory] – Required during March 3, 2025-October 15, 2025 |
Product Liability (Civil Liability) [Mandatory] - Professional Indemnity - Construction All Risks/Contractors All Risks [CAR] for Construction Phase [Mandatory] – not required Event Cancellation – not required Buildings and Contents / Property [Mandatory] – Required during March 3, 2025-October 15, 2025 Demolitions and Site clearance CAR - not required Marine Cargo – not required Transport - required for local transport needs Moveable comprehensive [Mandatory] for the exhibits if not covered by Buildings and Contents - Auto [Mandatory] – Required Workers compensation [Mandatory] – required for employees Employment [Mandatory] - required for employees Social health insurance [Mandatory] – required for employees
| 76 | Statement of Objectives | Objective 15 | In case there are changes to the Expo 2025 Guideline – Insurance after December 2023, what process will be in place for updating insurance coverage if required? | the U.S. government will modify the contract to ensure vendor has proper resources to ensure complete coverage if Expo issues additional requires post-award. |
| 77 | Statement of Objectives | Objective 16 - 4.16.1.1 & 4.16.1.2 | Are there specific formats or accounting software that the contractor is required to use for maintaining financial records of commercial activities, vendor payments, and invoices? | No requirement for specific software. |
| 78 | Statement of Objectives | Objective 16 - 4.16.2.1 | Could you please elaborate on the audit requirements for sales from commercial activities? Will the contractor need to engage with an independent auditor, or will this be managed directly by the Department and/or Expo 2025? | The Department will review sales to ensure the required royalties are being paid to Expo. |
| 79 | Statement of Objectives | Objective 17 | Could you please confirm if the event equipment is strictly limited to what is listed in Attachment 8, or can additional items be proposed based on the contractor's exper tise? | The equipment list is minimum requirements. Additional items may be proposed. |
| 80 | Statement of Objectives | Objective 17 | Is the equipment expected to be purchased, or can items be rented to fulfill the requirements? | There is no requirement on lease versus purchase. |
| 81 | Statement of Objectives | Objective 18 - 4.18.1.1 | Is there a preferred internet service provider for the Expo, or does the Contractor have the flexibility to select a provider? Additionally, what is the expected bandwidth or speed requirement for the Pavilion's WIFI services to ensure it meets operational needs? | The government will select the provider. For price proposal instructions offeror shall assume a $18,536.00 rate per month. |
| 82 | Statement of Objectives | Objective 18 - 4.18.1.2 | Can you provide more details on the specific Cisco router models that are required for Operations staff, Business/Events, and Department staff? Are there any specific configurations or security protocols that need to be implemented? | No Cisco routers required. DOS will require their own IP line that is password protected and a dedicated router for the DOS Office space, but it is not required to be Cisco. |
| 83 | Statement of Objectives | Objective 18 - 4.18.1.4 | How many local SIM cards are required for U.S. staff, Youth Ambassadors, and Cultural Performers? Are there preferred mobile network providers, and what level of data, voice, or messaging services are expected with these SIM cards? | No preferred provider. Minimum number of cards required is 150. |
| 84 | Statement of Objectives | Optional Objective 5.1 | Is the submission of a draft maintenance plan required at the tender stage, or will this be developed after the contract award? What is expected to be submitted at the tender stage for this scope? | A submission of a cost estimate is required as part of the tender if you'd like to excercise this optional CLIN. To accompany your bid with a draft maintence plan indicating what is included in that cost estimate would be appreciated; however, a finalized maintence plan can be fully developed and approved after the contract is awarded. |
| 85 | Statement of Objectives | Optional Objective 5.1: 5.1.1.1-5.1.1.2 | Could you provide more details on the specific systems (electrical, mechanical, plumbing, fire protection) that will require routine preventive and responsive maintenance? Is there a list of equipment, brands, or systems in place that the Contractor should be familiar with? | The Installation, Operation, and Maintenance (IOM) manuals will be provided by the construction contractor. The IOM manuals will provide details on specific systems, preventative maintenance, and vendor contact information. |
| 86 | Statement of Objectives | Optional Objective 5.1: 5.1.1.2 & 5.1.1.6 | What is the expected process for coordinating with ES Global on warranty, system issues, and technical exhibit concerns? Will the actual technical maintenance be performed by ESG or by the Contractor? | The Installation, Operation, and Maintenance (IOM) manuals will be provided by the construction contractor. The IOM manuals will provide details on specific systems, preventative maintenance, and vendor contact information. Technical maintence would bneed to be performed by the contractor. |
| 87 | Statement of Objectives | Optional Objective 5.1 - 5.1.1.3 | Are there specific protocols or equipment that need to be in place to ensure the protection of critical systems like fire fighting and vertical transport? Will the Contractor be responsible for procuring any special tools or equipment for these systems? | There is a fire alarm but there is no sprinkler system in place as the size and temporary nature of the building does not require this. Fully functioning and tested fire extinguishers will be provided at handover. |
In Japan, the requirement for repairs or replacements on the Fire Detection and Alarm System typically stipulates that only licensed professionals should carry out these tasks. Companies performing installation, inspection, testing, and servicing of FDAS must hold a valid license issued by the relevant authorities, such as the Ministry of Land, Infrastructure, Transport and Tourism (MLIT) or local fire departments. The work must conform to the Japanese Industrial Standards (JIS) or other applicable standards for fire safety equipment. Licensed companies should provide proper documentation of their work, including inspection reports and service records, which may be required for regulatory compliance or insurance purposes.
The elevator has a maintenance provision from OTIS where costs will be passed to the Operator by ESG. Please allow $664/month for 6 months. This fee includes:
| • | One on-site inspection and one remote inspection per month. On-site inspection conducted after business hours. |
| • | POG inspections will be performed. Any part replacement is not included. |
| • | Remote monitoring (24 hours a day) and dispatch of technician in case of breakdown. |
| 88 | Statement of Objectives | Optional Objective 5.1 - 5.1.1.4 | Can you clarify what type of fire detection systems are installed, and if ESG will be responsible for stocking spare parts and consumables for these systems? | There is a fire alarm but there is no sprinkler system in place as the size and temporary nature of the building does not require this. Fully functioning and tested fire extinguishers will be provided at handover. |
| 89 | Statement of Objectives | Optional Objective 5.1 - 5.1.1.5 | Could you provide an overview of the public exhibition/shows’ technical requirements (e.g., AV systems, lighting, special effects)? Will the technical specifications or guidelines be provided to the Contractor to follow for daily operations? | A full Operator’s Manual and training will be provided at handover. |
| 90 | Statement of Objectives | Optional Objective 5.1 - 5.1.1.6 | Is there an estimate of the quantity or frequency for the procurement of exhibit effects supplies such as dry ice and scent cartridges? Additionally, could you provide specifications or guidelines for these items for pricing purposes? | For smoke, the requirement is for 11 x 55 gallon drums. The Pavilion has space to store 6 drums at a time – so provision will need to be made for one delivery/unloading and the cost of the smoke itself. The scent canisters (2) are expected to need replacing up to six times per month. |
| 91 | Statement of Objectives | Optional Objective 5.2 | Is it expected that we provide creative concepts for the educational program, including the curriculum guide, stage performance, and STEAM learning kits, as part of the tender submission? What is expected to be submitted at the tender stage for this scope? | No, the Contractor should develop a statement of work outlining how you will meet the objectives outlined. |
| 92 | Statement of Objectives | Optional Objective 5.2 - 5.2.1.1 | Is there an existing framework or content outline that the Contractor should use when developing the curriculum guide, or will there be creative freedom in its development? Should the curriculum guide be tailored to different grade levels within K-8, or will a single version suffice for all students? Additionally, will the curriculum guide be distributed digitally, in print, or both? | The Contractor will focus on a single Japansese-langauge cirriculum guide for K-8 that aligns with the pavilkion exhibition and content. The guide will be distributed digitally. |
| 93 | Statement of Objectives | Optional Objective 5.2 - 5.2.1.2 | Could you provide more details on the expected duration, frequency, and technical requirements for the STEAM stage performance program? | Youth Ambassador will perform M-F in two morning shows on the USA Pavilion stage. Performances may include experiments and chemicals/tools to demonstrate science. |
| 94 | Statement of Objectives | Optional Objective 5.2 - 5.2.1.3 | Should the STEAM learning kits be tailored to different grade levels within K-8, or will a single version be used for all students? | Ask Alexander about marking this as firm cost itemA single version can be sued for K-8. |
| 95 | Statement of Objectives | Optional Objective 5.2 - 5.2.1.3 | Should we include the full production cost for the 20,000 STEAM learning kits in our tender submission, or will this be handled as a separate variation order after the contract is awarded? | All costs should be included. |
| 96 | Statement of Objectives | Optional Objective 5.2 - 5.2.1.3 | Will the Contractor be responsible for the logistics and distribution of the curriculum guide and the 20,000 STEAM learning kits, or will this be managed in collaboration with other parties? | Yes, kits are expected to be distributed to teachers visiting the USA Pavilion with their classes. |
| 97 | General | When is the deadline for questions? | Per Clause L-004 - Submission of Questions, "The offeror shall submit all questions no later than 1700 (5:00 PM EDT) October 7, 2024" | |
| 98 | General | What type of administrative information is required? | No administrative documents are required with the offerors propsoal. Please refer to L-001 - Techincal Proposal Instrucstions, L-002 Cost/Price Propsoal Instrucstoins, L-007 - Solicitation Response, and L-011 - Organization of Volumes for information on documents that should be submitted with the offerors proposal. | |
| 99 | General | Is there a limitation on the number of pages for the technical offer? | Please refer to Clause L-001 - Technical Proposal Instructions which states, "There is a Forty (40) page limit imposed on the technical proposal." | |
| 100 | General | What is the estimated Visitation? | The pavilion indoor exhibition can accomodate up to 21,000 per day. The exhibition is a pulsed show experience with a total run time of 20 minutes. | |
| 101 | General | In the Statement of Objectives, the Leadership role of the Business Program Manager is referenced. Do you envision that person as akin to a Sponsorship Manager, or is this role more related to the business programs developed for audiences? | Yes, this role is envisioned to be a sponsorship manager, managing the relationship with sponsors and their activations. | |
| 102 | Statement of Objectives | Objective 4 - 4.1.1.2 | Must we cover the costs for the F&B manager and the YA manager? | no |
| 103 | Statement of Objectives | Objective 1 - 4.1.3 | Are we supposed to cover the rent for YA accommodation? | yes |
| 104 | Statement of Objectives | Objective 12 - 4.12.1.1 | Are these tickets separate from the ones provided to each pavilion by the Expo Association? | yes |
| 105 | Statement of Objectives | Objective 5 - 4.5 | Shall the interpreters be permanently on-site, or hired only when necessary? | permanently on site |
| 106 | Statement of Objectives | Objective 8 - 4.8.1.2 | Is the storage already secured and paid for? | no |
| 107 | Statement of Objectives | Objective 12 - 4.12.1.2 | Could you explain the kind of support you are referring to? | Support for the fifteen events and also additional furniture and decor not provide by ESGlobal. |
| 108 | Statement of Objectives | Objective 14 - 4.14.1.1 | Could you explain the kind of support you are referring to? | The organiser will invoice the participant for all utilities. Please address how the operate will manage the expenses. |
| 109 | Statement of Objectives | Objective 6 - 4.6.1.1 | What is a “non-binding sponsorship agreement”? | non-binding sponsorship agreements are the sponsor activation agreements to be executed by the vendor |
| 110 | Statement of Objectives | Obejective 9 - 4.9.1.1 | Commemorative Pavilion Pins: what is an estimate for how many pins would be ordered? Which guests would receive such a promotional giveaway? | Souvenir pins can be made of any material and should be lapel size. At least 25,000 pins should be procured. Packaging is up to the vendor to propose. |
| 111 | Statement of Objectives | Objective 1 - 4.1.1.3 | What would be the considered positions for Youth Ambassadors in the various components Media, events, Business and protocol please? | Please review the minimum staffing requirements outline. YA's should fulfill additional support roles as required on the media, events and protocol teams. |
| 112 | Statement of Objectives | Objective 1 - 4.1.1.3 | How many positions would you consider for these Youth Ambassadors? | Depends on staffing proposed. |
| 113 | Statement of Objectives | Objective 17 - 4.17.1.2 | In the suggested inventory list, some listed items such as shelving are provided for some rooms by ESG according to FFE matrix. Shall we assume that we need additional shelving/filling for other rooms? | yes |
| 114 | Statement of Objectives | Objective 18 - 4.18.1.2 | We need to provide separate, secure routers for operations staff, business/events, and department staff. Is visitor WIFI access included with business/events, or shall we plan an additional router for public WIFI (or is public WIFI out of scope)? | There is no public WIFI requirement, Expo will provide this service. Event attendee WIFI access is part of the business/event seperate WIFI. |
_x000D_&1#&"Calibri"&14&K000000 SBU - CONTRACTING AND ACQUISITIONS
File details come from the government source that posted it. Updated .