Response to Questions Set 2.xlsx
XLSX spreadsheet 25 KB Posted
- Attached to
- International Exposition Services IDIQ, Office of Policy, Planning, and Resources (R/PPR)
- Solicitation number
- 19AQMM26R0001
About this file
This file is a Response to Questions Set 2 document addressing inquiries from offerors regarding Solicitation 19AQMM26R0001 for International Exposition Services. The Q&A clarifies key operational and financial parameters for the U.S. Pavilion operations at Expo 2027 Belgrade and Expo 2030 Riyadh. Regarding fundraising, the government confirmed that no minimum fundraising amount is required of the operations contractor, and while the Department of State and other federal agencies cannot actively fundraise, they may make introductions as permitted by law. The government indicated that NDAA legislation now enables federal agency funding for Expo pavilions, with funding allocation for Belgrade in process, though specific budget amounts remain unavailable for disclosure. The price proposal should cover the entire Belgrade project operations as detailed in the Performance Work Statement, with offerors following their own cost accounting methodology rather than a government-provided template. Past performance examples must be from within the last five years, clarifying an earlier reference that cited ten years.
Additional clarifications address operational staffing and programming requirements. The Department of State employees receiving training will supplement rather than replace the Youth Ambassador/docent program, and the "Host" role is integrated within the Youth Ambassador program rather than a separate position. The design and construction RFP is expected to award in Q2/Q3 2026, which will inform operational planning. For the food and beverage bar concept, offerors should provide a rendered visual representation at their discretion. The Expo 2027 Belgrade Guidelines and BIE Regulations have been uploaded to SAM.GOV for reference, while Expo 2030 Riyadh Guidelines remain unavailable. The design and build contractor will be responsible for any fundraising associated with design and construction activities.
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Other files
| File | Type | Posted |
|---|---|---|
| 19AQMM26R0001-A0001.pdf | ||
| Response to Questions Set 3.xlsx | XLSX spreadsheet | |
| Participation Guide.pdf | ||
| Guidelines on the Commercial Activities.pdf | ||
| 19AQMM26R0001-A0001.pdf | ||
| Guidelines on Entry Work and Stay.pdf | ||
| Insurance Guidelines.pdf | ||
| Logistics and Customs Guidelines.pdf | ||
| General regulations - EXPO2027GR1E.pdf | ||
| Expo Village Guidelines (1).pdf | ||
| General Services Guidelines.pdf | ||
| Theme Guide (1).pdf | ||
| Tax Exemption Guidelines.pdf | ||
| Responses to Question Set 1.xlsx | XLSX spreadsheet | |
| Att 3 Draft Riyadh_PWS_01072026.docx | DOCX document | |
| Appendix B - Past Performance Questionnaire.docx | DOCX document | |
| 19AQMM26R0001 - Signed.pdf | ||
| M-001.docx | DOCX document | |
| Att 2 Belgrade_QASP 12082025.docx | DOCX document | |
| Att 1 Belgrade_PWS_11252025.docx | DOCX document | |
| Appendix A - Question and Answer Template.xlsx | XLSX spreadsheet | |
| L-001.docx | DOCX document |
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Questions
| ID | Solicitation Reference | Questions | Responses | |
| 1 | PWS; Section 5.3 states "The Contractor shall implement a comprehensive donor/sponsorship program that aligns with U.S. Department of State policies, legal standards, and the strategic objectives of the U.S. Pavilion. At a minimum, the Contractor shall:" | Following the recent passage of the NDAA, we understand that DoS or other federal agencies are now legislatively able to provide funding to an Expo pavilion. Can you please confirm this, and also confirm if funds have already been allocated toward the Belgrade effort (and if so, how much)? | NDAA did provide specific legislative vehicle enabling participation in EXPO. Funding allocation is in process. | |
| 2 | PWS; Section 5.3 states "The Contractor shall implement a comprehensive donor/sponsorship program that aligns with U.S. Department of State policies, legal standards, and the strategic objectives of the U.S. Pavilion. At a minimum, the Contractor shall:" | Can you clarify if the operations partner will be required to fundraise a certain amount and/or will Dos or any other federal agencies be supporting fundraising efforts? We understand there have been legislative restrictions on DoS in the past. | No minimum fundraising amount is set for the operations partner. Additionally, DoS and other federal agencies cannot actively fundraise, but may make introductions as appropriate and as permitted by law, consistent with applicable legislative restrictions. | |
| 3 | PWS; Section 5.3 states "The Contractor shall implement a comprehensive donor/sponsorship program that aligns with U.S. Department of State policies, legal standards, and the strategic objectives of the U.S. Pavilion. At a minimum, the Contractor shall:" | As per the question above, please clarify if/what level of cooperation/support USG will provide to Belgrade fundraising efforts in order to properly calibrate our proposal. | No minimum fundraising amount is set for the operations partner. Additionally, DoS and other federal agencies cannot actively fundraise, but may make introductions as appropriate and as permitted by law, consistent with applicable legislative restrictions. | |
| 4 | L-001; Volume II, Factor 5 – Price Proposal states | |||
| "The offeror shall provide a comprehensive price proposal for the seed task order, Expo Belgrade. This volume shall consist of all information required to support prices" | Is there a preferred budget structure, or a template for the Price Proposal? | No pricing spreadsheet was provided as part of the RFP. Offerors' Price Proposal should follow their company cost accounting and pricing methodology. The Price Proposal shall adhere to the requirements of Volume II, Factor 5 – Price Proposal Section L, Volume II, Factor 5 – Price Proposal. | ||
| 5 | L-001; Volume II, Factor 5 – Price Proposal states | |||
| "The offeror shall provide a comprehensive price proposal for the seed task order, Expo Belgrade. This volume shall consist of all information required to support prices" | Can you please clarify the scope of the “seed task order”? Is this task order for the entirety of the Belgrade project's operations detailed in the PWS, or for a portion of it? | Offeror's price proposal is for the entire Belgrade project. | ||
| 6 | PWS; Section 5.1 states "The Authorized Client Representative (ACR) for the USA Pavilion at the Belgrade and Riyadh World Expos must serve as the principal liaison between the U.S. Department of State Expo Unit its Design/Build Contractor but also as the core project management arm for the entire project." | When is the design/construction RFP intended to be awarded? We ask given the impact that the Pavilion's design and show have on operations, staffing, retail, and F&B. | It is expected that the design/construction RFP to be awarded in Q2/Q3 of 2026. | |
| 7 | PWS; Section 3: states "APPLICABLE DOCUMENTS | |||
| • | Expo 2027 Belgrade Guidelines. | |||
| • | BIE Regulations." | Can you please provide the following documents: |
-Expo 2027 Belgrade Guidelines -BIE Regulations
| -Expo 2030 Riyadh Guidelines (if available) | EXPO 2027 Guidelines are now uploaded to SAM.GOV for review. See Zip file "EXPO Guidelines and BIE Guideline". These guidelines are provided for informational purposes only. The 2030 Guidelines are not available. | ||||
| 8 | L-001; Volume I, Non-Cost Factor 4 – Past Performance states "Recent is defined as current or completed performance within the past ten (10) years from the date this solicitation has been issued." | L-001, Volume 1: Non-Cost Factor 4 – Past Performances: notes that examples need to be within the last 10 years; however, M-001 notes 5 years. Please clarify. | To clarify, past performance examples should be from within the last five (5) years. See Amendment 0001. | ||
| 9 | PWS; Section 5.2.1 states "Provide training and coordination for up to two Department of State employees at any given time for a duration of one to two months, where they get overall exposure to overall pavilion operations, logistics, media, and protocol. " | Please confirm the DoS employees are in addition to a full Youth Ambassador program (similar to previous pavilions). | Confirmed—these DoS employees will not replace the Youth Ambassador/docent program. They will receive training in various aspects of pavilion operations and will support operations for the duration of their training. | ||
| 10 | PWS; Section 5.2.1. states "• | Host Requirements: Recruit a Pavilion Host staff that is fully integrated in the overall Pavilion staffing plan. These individuals should be treated the same as all other contractors and held to the same standards at all times although their demographics and backgrounds may be different in experience." | Please define the role of the “Host” and how that differs from the Youth Ambassador roles of previous pavilions or is a "Host" similar to a protocol staff member from past pavilions (specifically stationed in the VIP area)? | The “Host” role is not intended to be a separate position from the Youth Ambassador program. Hosts/Youth Ambassadors are all docents and serve the same function, consistent with prior U.S. pavilion Youth Ambassador roles. | |
| 11 | PWS; Section 5.2.7 states "This concept should be focused on a bar and Play/Sport theme of Expo 2027. All tender submission should include a rendered concept." | Please confirm if the expectation is that a "rendered concept" is a visual/graphic image of the concept? | We will leave this to each design firm to determine how best to provide the rendered concept in a way that clearly communicates their proposed approach. | ||
| 12 | PWS; Section 2 | Does DOS have an estimated budget for Belgrade, and if so, can you please share the amount and how it is split between operations and design/build? | This information is not available to share. | ||
| 13 | PWS; Section 5.3 | How much of the Belgrade operations budget does State anticipate providing, and if/how much does State anticipate the partner raising? | This information is not available to share. | ||
| 14 | PWS; Section 5.3 | If required, who will be responsible for any design/build fundraising? | The Design and Build Contractor will be responsible for the design build fundraising. |
&"-,Bold"&16Appendix A - Response to Qustions - Set 2 &"-,Bold"&14 19AQMM26R0001
Instructions Instructions: Offerors that wish to ask the Government questions about a solicitation during the designated Question and Answer period, reference Section L in the RFP, shall include questions in the format provided in the Tab entitled "Questions." Offerors shall cite the relevant portion of the RFP, SOW/SOO/PWS, or identify the attachment in which the question is being asked in Column A, Reference. Offerors shall use the following format for their references: Document (e.g., RFP, SOO, etc.); page number; section, clause, or provision; relevant passage. The question shall be included in Column B, Question, in the same row as the applicable Reference. Offerors must ensure that all parts of each Reference and Question are visible.
Offerors shall NOT reference other cells in the spreadsheet, but complete each reference and question as if it were independent of other questions asked.
Offerors shall ask ONE question per row.
EXAMPLE
Reference Technical Questions Technical Answers Price Questions Price Answers
PWS; Section 5.6.1 states: "The Contractor shall plan, design, and conduct operational training for a cadre of host nation training participants." Can the Government clarify how many training participants will constitute a "cadre?" Based on Attachment 1, Pricing Spreadsheet, explain…etc.
&"-,Bold"&16Attachment 2: Quetions and Answers
&"-,Bold"19AQMM19R0035
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