Response to Questions Set 3.xlsx
XLSX spreadsheet 42 KB Posted
- Attached to
- International Exposition Services IDIQ, Office of Policy, Planning, and Resources (R/PPR)
- Solicitation number
- 19AQMM26R0001
About this file
This document is a comprehensive Questions and Answers (Q&A) response set addressing 95 clarifications submitted by offerors regarding solicitation 19AQMM26R0001 for International Exposition Services. The Q&A file provides critical guidance on proposal requirements, evaluation criteria, operational scope, and pricing methodology for an Indefinite-Delivery Indefinite-Quantity (IDIQ) contract supporting U.S. Pavilions at Expo 2027 Belgrade (May 15-August 15, 2027) and Expo 2030 Riyadh. Key clarifications include: proposals must consist of two volumes (Volume I: Non-Cost Proposal addressing Experience, Technical Approach for Belgrade, Concept Plan for Riyadh, and Past Performance; Volume II: Price Proposal); past performance references must be dated within ten years of solicitation issuance; pricing should follow the offeror's cost accounting methodology using firm fixed-price labor rates for the IDIQ; consortiums are permitted with a single lead entity bearing unified responsibility; and the Government will not extend the proposal due date.
Operational scope clarifications address staffing requirements (majority U.S. citizens with some positions requiring Serbian language proficiency), visitor projections (4,000-5,000 daily visitors to the pavilion, with estimated 15-20% using food and beverage services), performer compensation (maximum $200 USD daily stipend with contractor responsibility for all travel, lodging, and per diem), and event programming (minimum 150 performances, with external venue performances counted separately). The contractor assumes responsibility for inventory procurement for the America-made retail store, all food and beverage operations including point-of-sale systems, staff uniforms, visa processing for all personnel, emergency repairs within 24 hours, and decommissioning costs. The Government clarified that design-build pavilion handover is expected April 15-30, 2026; approximately 30 or more private/VIP catering events are anticipated; and extended operating hours and special event operations should be priced within the base scope. No historical staffing data, prior expo performance metrics, or government-preferred cost assumptions will be provided to offerors.
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Other files
| File | Type | Posted |
|---|---|---|
| 19AQMM26R0001-A0001.pdf | ||
| 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 | ||
| Response to Questions Set 2.xlsx | XLSX spreadsheet | |
| 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
| Solicitation Reference | Technical Questions | Response | ||
| 1 | M-001, NCF 2 – Technical Approach for Expo Belgrade | |||
| The Government will evaluate if the offeror’s proposed technical approach and understanding, outlined in the Belgrade task order PWS (see Attachment 1). | The evaluation criteria for NCF 2 appears to be incomplete. Please provide clarity on how NCF 2 will be evaluated. | Offeror's proposals shall demonstrate how they intend to execute the Belgrade Task Order PWS. The proposal shall clearly explain the proposed techncial approach and understanding of the requirement. | ||
| 2 | Will the government provide a pricing template? | 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. | ||
| 3 | M-001, NCF 4 – Past Performance |
| Past performance will be evaluated as a measure of the Government’s confidence in the offeror’s ability to successfully perform solicitation requirements based on previous and current contract efforts. | Is there a minimum or maximum number of past performance references for contractors to provide? | It is up to the offeror to determine the number of past performance references. |
| 4 | M-001, NCF 4 | |
| For the purpose of evaluating past performance, the Government will consider the collective past performance of the proposed contract team. For evaluation purposes, the proposed contract team includes the Prime Offeror, joint venture partner, and major subcontractor(s). For the purposes of this solicitation, a major subcontractor is defined as any subcontractor that will likely perform more than 25% of this contract. | Is the offeror required to provide past performance for major subcontractors? Or just allowed to? | The Contractor should demonstrate competency across all operational factors, including relevant past performance and experience for any major subcontractors supporting performance. |
| 5 | L-001, L.5 |
a) The Offeror’s complete proposal shall consist of the following three (3) volume submissions, as outlined. Each electronic file shall be clearly labeled with its title and volume number.
Volume I:
Non-Cost Factor 1 – Experience Non-Cost Factor 2 – Technical Approach for Belgrade Non-Cost Factor 3 – Concept Plan for Riyadh Non-Cost Factor 4 – Past Performance Volume II:
| Factor 5 – Price Proposal | What is the third volume? | There are only two volumes to be submitted. Volume 1 - Non-Cost Proposal and Volume II - Price Proposal |
| 6 | M-001/L-001 |
M - (a) Recency Assessment An assessment of the past performance information will be made to determine if it is recent. To be recent, past performance must not be older than five (5) years from the date of issuance of this solicitation. Past performance information that fails this condition will not be evaluated.
L - Volume I, Non-Cost Factor 4 – Past Performance
| The offeror shall provide recent and relevant past performance questionnaires and/or records from CPARS. Recent is defined as current or completed performance within the past ten (10) years from the date this solicitation has been issued. | There is a discrepancy between what is considered recent in section L and M. Please confirm that Section L's definition of 10 years instead of 5 years as stated in section M is correct. | Please see Amendment 0001 |
| 7 | L-001, L.7 | |
| If submitting project experiences from intended subcontractors, the prime offeror shall include a Letter of Meaningful Involvement signed by both parties, outlining the committed activities for each party for this effort. | Is a Letter of Meaningful Involvement required if using a subcontractor's past performance but not experience? | The Letter of Meaningful Involvement is applicable to Non-Cost Factor 1 – Experience |
| 8 | Belgrade PWS |
5.7 Protocol & VIP Visits
Required Results
| • | Plan and manage all VIP visits. |
| • | Coordinate transportation, protocol, and cultural sensitivity. |
| • | Provide weekly VIP reports. |
Performance Standards
| • | Protocol guidelines due 30 days post-award. |
| • | VIP visit plans due April 15, 2027. |
5.13 Maintenance
Required Results
• Maintain building systems, exhibits, and utilities.
Performance Standards
| • | Maintenance schedule due 30 days post-award. | ||
| • | Emergency repairs within 24 hours. | The Belgrade PWS skips from 5.3 to 5.7 and then to 5.13. And 5.7 and 5.13 are highlighted. Are there missing parts of the PWS and what does the highlight signify? | No parts are missing |
| 9 | M.3 Evaluation Approach |
| Rating | Description |
| Superior | Proposal meets all solicitation requirements, demonstrates a good understanding of the requirements and has features that offer some advantage to the Government. Advantages/strengths generally outweigh any disadvantages/weaknesses. Good probability of success with very low degree of risk of unsuccessful performance. |
| Satisfactory | Proposal meets basic solicitation requirements and demonstrates an adequate understanding of the requirements but does not offer significant advantages to the Government over basic RFP requirements. Disadvantages/weaknesses are not significant, unless significant advantages are proposed that outweigh significant disadvantages. Where there were areas of concern, clarifications given by offeror, were acceptable. Reasonable probability of success with low degree of risk of unsuccessful performance. |
| Marginal | Proposal does not clearly meet all requirements, does not demonstrate an adequate approach and understanding of the requirements. The proposal has one or more weaknesses which may require correction. Some areas of concern may not have been fully addressed by offeror, leaving some ambiguities. Risk of unsuccessful performance is moderate. |
| Unacceptable | Proposal does not meet requirements and contains one or more significant deficiencies. Risk of unsuccessful performance is high. Proposal is not awardable without being rewritten. | |
| The evaluation ratings provided for non-cost factors appear to be more for the technical approach and concept plan. Section M also provides ratings that are clearly for past performance. Will the government clarify how the experience factor will be rated and provide rating definitions for that factor? | The Government will evaluate the offeror’s project experiences to determine if they demonstrate capabilities similar in scope, magnitude, and complexity to the activities found in this solicitation’s scope. | |
| 10 | M.4 Evaluation Factors for Award |
NCF 2 – Technical Approach for Expo Belgrade The Government will evaluate if the offeror’s proposed technical approach and understanding, outlined in the Belgrade task order PWS (see Attachment 1).
NCF 3 – Concept Plan for Riyadh
| The Government will evaluate if the offeror’s proposed concept plan and understanding meets the requirements outlined in the Riyadh PWS (see Attachment 1). | The evaluation criteria for NCF 3 and NCF 4 appear nearly identical. Can the government provide more clarity on the differences between how the technical approach and the concept plan will be evaluated and what the difference is between those two artifacts? | Please review M-001.doc for further guidance on evlauation |
| 11 | Belgrade/Riyadh PWS |
5.1 Authorized Client Representative
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. The ACR is responsible for ensuring that all pavilion activities, operations, and engagements reflect the strategic priorities, values, and goals of the United States of America. Core responsibilities include oversight of daily operations, adherence to U.S. government directives, compliance with protocol, and alignment of programming with U.S. policy objectives. The ACR must safeguard the interests of the United States, ensure accountability across all functions—ranging from staffing and security to cultural programming and hospitality—and provide clear, consistent guidance to partners and stakeholders. Above all, the ACR ensures the Pavilion delivers a world-class experience that communicates American innovation, culture, and leadership. Authorized Client Rep Member(s) must be in country overseeing construction for the duration of the build period. Would the government consider changing the language in PWS 5.1 to:
"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 and the Design/Build team but also as the core project management arm for the entire project. The ACR is responsible for ensuring that all pavilion activities, operations, and engagements reflect the strategic priorities, values, and goals of the United States of America. Core responsibilities include oversight of daily operations, adherence to U.S. government directives, compliance with protocol, and alignment of programming with U.S. policy objectives. The ACR must safeguard the interests of the United States, ensure accountability across all functions—ranging from staffing and security to cultural programming and hospitality—and provide clear, consistent guidance to partners and stakeholders. Above all, the ACR ensures the Pavilion delivers a world-class experience that communicates American innovation, culture, and leadership. Authorized Client Rep Member(s) must be in country overseeing construction for the duration of the build period."
| This change allows flexibility for the offeror to potentially provide certain services (e.g., Design/Build) in-house, rather than through third-party contractors with offeror's merely acting as authorized client representative, should the offeror be able to prove the benefit to the government. Given our experience executing large scale events globally, we believe that it would be significantly more cost and execution efficient for DOS. | Note, Thanks for the suggestion, current language will remain unchanged. | |
| 12 | PWS-5.2.7 |
• Operate Public Bar, with Grab and Go Food This concept should be focused on a bar and Play/Sport theme of Expo 2027. All tender submission should include a rendered concept. This concept may change based on direction from the Department of State at a later date. Concepts which the Department of State would like to emulate are traditional and contemporary American style Sports Bar and/or Entertainment Arcade style programming
| Will the government elaborate more on the Play/Sport theme vision to ensure we are providing a concept in line with expectations? | The “Play/Sport” theme vision is described in PWS 5.2.7 (Operate Public Bar with Grab-and-Go Food). Offerors are required to submit a rendered concept aligned with a traditional and contemporary American-style Sports Bar and/or Entertainment Arcade-style programming approach. The specific concept is at the offeror’s discretion, and may be refined later based on direction from the Department of State. |
| 13 | PWS |
1. BACKGROUND
Expo 2027 Belgrade is a Specialized Exhibition registered by the Bureau International des Expositions (BIE), taking place May 15–August 15, 2027. The U.S. Pavilion will serve as an official representation of the United States, advancing U.S. foreign policy priorities, commercial promotion, and cultural diplomacy. The Pavilion is expected to welcome more than 4.1 million visitors and must reflect American innovation, values, and leadership.
| Is it possible to provide any additional details known to-date, including the size and location of the footprint, the event load-in timing, links to any videos or wrap-up reports from previous events, the level of production expected. Also, can you outline your vision for the split between goverment elements and commercial partner elements within the footprint? | Please review EXPO Guidleines already provided |
| 14 | PWS - 5.2.16 Operational Services – Business Events & Donor Curation and Management |
Required Results
| • | Solicit and manage a comprehensive event program to have businesses hosting events in an offsite events space. No event hosting space in Belgrade and most Pavilion events will be hosted offsite. | |||
| • | Provide a business reach out plan for review and feedback to the Department of State. | |||
| Can you clarify if you are looking for an agency parter to package, sell and execute "sponsorships"? | Please review RFP - Partnership/Donor solicitition is to be managed operated by the Offerer | |||
| 15 | L.7 - The offeror shall provide a comprehensive price proposal for the seed task order, Expo Belgrade. | WIll the Government clarify what level of detail it is looking for as a comprehensive price proposal for the seed task order? | 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.The level of detail required for the comprehensive price proposal for the seed task order should be based on the requirements in the PWS and the offeror’s proposed approach and experience. | |
| 16 | L.7 - Fixed prices and labor rates submitted will form a Price Schedule for the IDIQ contract. | Will the government clarify what it means by "fixed prices" to be submitted in conjunction with labor rates to form the price schedule for the IDIQ contract? What fixed prices outside of labor rates does the government want to see as part of the IDIQ price schedule? | Offeror's proposed firm fixed price labor rates shall be used for any task orders issued against the IDIQ contract. | |
| 17 | M-001 NCF 1 – Experience | |||
| The Government will evaluate the offeror’s project experiences to determine if they demonstrate capabilities similar in scope, magnitude, and complexity to the activities found in this solicitation’s scope. | What size contract does the government consider relevant in size, given the large discrepancy in size between the Belgrade and Riyadh task orders? | The Government will evaluate the offeror’s project experience based on demonstrated capability and relevance in scope, magnitude, and complexity to the activities required under this solicitation, as stated in M-001 NCF 1 – Experience. | ||
| 18 | M-001 - For the purpose of the relevancy assessment, the Government will consider: |
| Number and type of events provided. References for which more than five (5) systems like the ones required by this solicitation were delivered will be most favorably considered. | What does the government mean by five (5) "systems"? | “systems” means the major operational functional systems/capability areas required under the solicitation (i.e., key service components the contractor must deliver and manage). | ||
| 19 | Belgrade PWS 2 Deliver full operational support across all Pavilion functions. | What are the anticipated daily operating hours of the Pavilion (opening/closing times), and are there differences between weekdays, weekends, National Day, and special event days? | Please review the Expo guidelines for standard operating hours. Extended hours, special openings, and peak-day operations should be priced as part of the Firm-Fixed Price base scope and included in the offeror’s proposal. | |
| 20 | Belgrade PWS 2; IDIQ Scope – Commercial Events, Food, and Beverage | |||
| Manage retail, F&B, and catering services | For public F&B operations, approximately how many visitors are expected to be served daily, and what is the assumed average transaction rate (percentage of visitors purchasing food or beverages)? | The Pavilion is expected to receive approximately 4,000–5,000 visitors per day. Of these, an estimated 15–20% are anticipated to use F&B services for food and/or beverages, equating to roughly 600–1,000 F&B transactions per day for public-facing operations. | ||
| 21 | Belgrade PWS 2 | |||
| Food & Beverage operations and catering services. | Are F&B services expected to operate continuously during Pavilion hours, or will there be defined service windows (e.g., lunch/dinner only)? | F&B services are expected to operate during lunch and dinner periods. The offerer may additionally propose extended or continuous service during Pavilion hours at their discretion. | ||
| 22 | Belgrade PWS 2 |
| Catering for public and private events. | How many private or VIP catering events are anticipated over the Expo period, and what is the typical headcount per event (small/medium/large)? | We anticipate approximately 30 or more private/VIP catering events over the course of the Expo. The majority of these are expected to be small to medium-scale events, typically accommodating 30–50 guests per event. |
| 23 | Belgrade PWS 2 |
| National Day, ceremonial programming. | For National Day and other high-profile events, what is the estimated guest count and level of catering expected (light reception vs. full service)? | Expo estimates daily volume range is43,000–65,000 visitors/day on average to EXPO grounds, with actual attendance likely higher on weekends/major events and lower on slower weekdays. |
| 24 | Belgrade PWS 2 |
| Procurement and management of local transportation. | Does the Government anticipate a requirement for dedicated shuttle services (e.g., staff transport, VIP transport, performers, donors), and if so, how many vehicles and daily operating hours are anticipated? | Dedicated shuttle services, including the number of vehicles and daily operating hours, should be proposed based on the offeror’s operational technical approach and plans submitted. |
| 25 | Belgrade PWS 2 |
| Logistics and transportation. | Will transportation be required daily, or primarily for events, VIP movements, and performers? | Transportation for VIP movements will not be required or paid for directly under this contract. |
| 26 | Belgrade PWS 5.1 | |
| Authorized Client Representative (ACR) must be in country. | What is the anticipated size of the ACR team (number of personnel) on site during construction, operations, and peak periods? | The anticipated size of the ACR team on site during construction, operations, and peak periods should be based on the offeror’s technical and operational proposal. |
| 27 | Belgrade PWS 5.1 |
| Oversight of daily operations and coordination. | Will the Contractor be expected to provide office space, furnishings, and administrative support for ACR and DOS staff, and if so, for how many personnel? | Office space for the ACR and Department of State staff will be provided at the Pavilion. |
| 28 | Belgrade PWS 2; IDIQ Scope – Staffing |
| Recruitment, training, and management of pavilion staff across various categories | Can the Government provide historical staffing data from prior U.S. Pavilion operations at international Expos (e.g., average number of personnel by function and shift, peak-day staffing levels, and staffing adjustments for high-attendance events) to support Offerors in developing realistic and comparable pricing for Expo 2027 Belgrade? | No historical staffing data from prior U.S. Pavilion operations will be provided. Offerors should base staffing assumptions and pricing on their experience operating similar events in size and magnitude, and on their proposed operational technical approach. |
| 29 | IDIQ Scope – Retail Store |
| America-made products. | Will inventory procurement be Contractor-funded, or will some products be provided by sponsors or the Government? Is the government's expectation that all fabrication be executed in the US? | Inventory procurement for the Retail Store (America Made Products) will be the responsibility of the Contractor/Operator, including all associated costs, unless products are otherwise provided through approved sponsorship arrangements. Fabrication is not required to be executed entirely in the U.S.; however, products should align with the “America Made” theme and meet applicable regulations and quality requirements. |
| 30 | Belgrade PWS 2 / IDIQ Scope – Decommissioning |
| Decommisioning and removal. | Is there an estimated duration for decommissioning activities, and are there restrictions on labor hours or equipment usage during teardown? | The estimated duration and any restrictions on labor hours or equipment usage during decommissioning/teardown are not specified and should be addressed in the offeror’s decommissioning plan, in coordination with Expo guidelines and applicable local regulations. | |||
| 31 | Belgrade PWS 5.7 VIP Visits. | Historically how many VIP visits have occurred and comparable EXPOs managed by DOS? | Each Expo is unique, and VIP visit volumes vary by host country and event. For reference, the U.S. Pavilion hosted over 33,000 VIP visitors during a six-month period at Expo Osaka. | ||
| 32 | Belgrade PWS 5.2.16 | Business Events & Donor Curation and Management | Is there a target dollar amount for sponsorship/donor contribution that DOS expects the Contractor meet? | No — there is no target dollar amount for sponsorship or donor contributions that DOS expects the Contractor to meet. | |
| 33 | Belgrade PWS 5.2.15 Create a programming calendar with a minimum of 150 performances for Expo 202 | For pricing purposes, does the Government anticipate that the 150 minimum performances will primarily be delivered by a smaller rotating pool of performers or by unique performers per event, and is there any historical data from prior Expos on the average number of distinct performers engaged over the course of an Expo? | The approach to delivering the minimum 150 performances (whether through a smaller rotating pool of performers or unique performers per event) is at the offeror’s discretion and should be addressed in the technical and operational proposal. No historical data on the average number of distinct performers will be provided. | ||
| 34 | Belgrade PWS 5.2.15 Performers would be compensated with a max stipend of $200 USD for each day programmed. | Should Offerors assume performers will typically be engaged for single-day appearances, multi-day residencies, or week-long engagements, and does the Government have historical benchmarks from prior Expos regarding average performer duration on site? | The approach to delivering the minimum 150 performances (whether through a smaller rotating pool of performers or unique performers per event) is at the offeror’s discretion and should be addressed in the technical and operational proposal. No historical data on the average number of distinct performers will be provided. | ||
| 35 | Belgrade PWS 5.2.15 Manage artist contracts, rehearsal, staging, and tech support. | Beyond the daily performance stipend, should Offerors assume responsibility for artist travel, lodging, local transportation, and per diem, and if so, are there Government-preferred assumptions or historical norms for these costs from prior U.S. Pavilion Expos? | Yes — beyond the daily performance stipend, Offerors should assume responsibility for all artist-related costs, including travel, lodging, local transportation, and per diem. No Government-preferred assumptions or historical cost norms will be provided. | ||
| 36 | Belgrade PWS 5.2.15 External location (such as the Belgrade American Center) | Approximately how many performances are anticipated to occur at external venues versus within the Pavilion, and should Offerors assume venue rental fees, transportation, and off-site technical support are Contractor responsibilities? | The number of performances anticipated at external venues versus within the Pavilion is not specified. Venue/space rental fees would not be the responsibility of the offeror; however, coordination, logistical planning, and related support for off-site performances would be the offeror’s responsibility. | ||
| 37 | Belgrade PWS 5.2.15 Propose a cultural programming concept with a detailed budget that is achievable. | To support consistent and realistic pricing, can the Government provide historical programming metrics from prior U.S. Pavilion Expos (e.g., total number of performances, average performers per event, average technical staffing per performance, and relative cost distribution across programming activities)? | The minimum number of performances expected over the duration of the Expo is 150. Beyond this requirement, no historical programming metrics will be provided. Offerors should base programming assumptions, staffing, and cost distribution on their technical and operational approach and relevant experience. | ||
| 38 | Belgrade PWS 5.2 Manage indoor and outdoor landscaping concept as well as irrigation and servicing in alignment with design guidelines of the Pavilion. | For pricing purposes, can the Government provide the approximate square footage or acreage of outdoor landscaped areas associated with the Pavilion for which the Contractor will be responsible? | Any outdoor landscaped areas associated with the Pavilion are expected to be minimal, given that this is a predominantly indoor structure, and if any exist, they should require only minimal maintenance and support. | ||
| 39 | Belgrade PWS 5.2 Manage indoor and outdoor landscaping concept as well as irrigation and servicing in alignment with design guidelines of the Pavilion. | Should Offerors assume responsibility for water utility costs associated with irrigation and landscaping maintenance, or will these utilities be Government- or Expo-provided? | Yes — Offerors should assume responsibility for any water utility costs associated with irrigation and landscaping maintenance. | ||
| 40 | Belgrade PWS 5.2.15 Operational Services – Programming and Performance |
“Create a programming calendar with a minimum of 150 performances for Expo 2027.”
| Are the performances at external locations included in the 150 performances for the Expo 2027 or in addition? | ||||
| No — performances at external locations are not included in the 150-performance minimum for Expo 2027 and are considered in addition. However, external performances should be limited in number and scope, coordinated between the Department of State and the Operator, and should not affect pavilion scheduling or operations. | ||||
| 41 | Belgrade PWS 5.2.15 Operational Services – Programming and Performance | |||
| • | Performers would be compensated with a max stipend of $200 USD for each day programed (several programs can and should be scheduled during each day as appropriate). | |||
| Does this maximum stipend also apply to National Day and special event performers? | Yes | |||
| 42 | General | With a due date of February 12th, when does the government anticipate being able to award this contract? | ||
| The Government anticipates awarding the contract as soon as possible | ||||
| 43 | Belgrade PWS 13. ATTACHMENTS | |||
| • | Expo 2027 Guidelines. | Will the government send the 2027 Expo Guidelines? There was no attachment titled this in the RFP package. | Guidleines have been uploaded in Sam.gov | |
| 44 | L. 7 Fixed prices and labor rates submitted will form a Price Schedule for the IDIQ contract. | For IDIQ-level pricing, what location should contractors assume to ensure our IDIQ ceiling rates will cover any location that might be covered under this contract? | For IDIQ-level pricing, offerors should propose ceiling rates based on their overall pricing approach and reasonable assumptions for appropriate EXPO locations. | |
| 45 | N/A | Given the nature of some of these questions and the impacts they have on our technical approach, will the government consider extending the proposal due date by 1 week? | No — the Government will not consider extending the proposal due date by one week. | |
| 46 | 19AQMM26R0001&PWS | In the event of any inconsistency between the Solicitation, the IDIQ contract, task order PWS, and attachments, please confirm the governing order of precedence. | If there are any inconsistencies, the Task Order PWS and attachments will govern the order of precedence. Please submit any questions or inconsistencies for verification. | |
| 47 | The anticipated Indefinite-Delivery Indefinite-Quantity (IDIQ) contract will utilize Firm Fixed-Price (FFP) line items to the maximum possible. | Please confirm whether task orders under the IDIQ are anticipated to be predominantly Firm-Fixed-Price and how offerors should price unknown quantities or surge requirements. | Correct. Task orders under the IDIQ are anticipated to be predominantly Firm-Fixed Price. Quantities should be based on experience running similar expositions and past performance. However, itemized line orders may be listed as separate items as necessary. | |
| 48 | Consortium | Does the contracting authority permit consortiums to submit proposals under this solicitation? | Yes — a consortium can submit a joint bid together under this solicitation. | |
| 49 | Consortium | If consortiums are permitted, please confirm whether a single lead entity must be fully contractually liable and act as the sole point of contact. | Yes — a single lead entity is required. The lead entity must be fully contractually liable and act as the sole point of contact for the consortium. | |
| 50 | Consortium | If consortium proposals are permitted, please confirm whether responsibilities may be divided among consortium members or whether the Government requires unified responsibility through the lead entity. | Unified responsibility is required. The Government requires the lead entity to maintain overall responsibility for performance, even if consortium members support execution. | |
| 51 | Consortium | What consortium agreements, if any, must be submitted as part of the proposal? | A Joint Venture (JV) agreement or a consortium/teaming agreement is required as part of the proposal, provided it clearly identifies the single lead entity as the sole point of contact, defines the roles and responsibilities of each consortium member, and confirms unified contractual responsibility through the lead entity, with appropriate commitment from all parties as applicable. NOTE that any joint venture must have an active registration in SAM by the deadline for proposal submission consistent with FAR 52.204-7. | |
| 52 | Consortium | Please confirm how consortium experience and qualifications will be evaluated under Non-Cost Factors, and whether experience may be aggregated across members. | Consortium experience and qualifications will be evaluated under the Non-Cost Factors based on the specific areas required in the solicitation, and the Government will consider relevant experience and qualifications across consortium members as applicable to those specific areas. | |
| 53 | Consortium | Are there any additional eligibility requirements or restrictions applicable to non-U.S. companies serving as the primary contractor under this solicitation? | No, unless restricted by law or Executive order. | |
| 54 | PWS Belgrade Section 5.1 | Are ACR personnel required to be U.S. citizens, or may qualified non-U.S. personnel serve in ACR roles subject to Department approval? | No specific requirement is stated in the PWS that the Authorized Client Representative (ACR) must be a U.S. citizen. | |
| 55 | Delivery Schedule | Please clarify the anticipated timeline for Design-Build completion and formal pavilion handover to the Operations Contractor, including any planned commissioning period and minimum lead-in time prior to public opening. | The anticipated timeline for Design-Build completion and formal pavilion handover to the Operations Contractor is expected to occur between April 15–30, 2026 | |
| 56 | Delivery Schedule | In the event that delays in Design-Build delivery or pavilion handover affect the planned start of operations, please clarify how such delays will be addressed contractually with respect to the Operations Contractor, including schedule relief or equitable adjustment. | Delays in Design-Build delivery or pavilion handover are not anticipated to impact the Operations Contractor’s contract, unless otherwise stated in the RFP. The IDIQ contract will be administered in accordance with applicable regulations. | |
| 57 | Delivery Schedule | In the event of delayed handover, reduced operations, or temporary suspension outside the Operations Contractor’s control, please clarify whether standby or idle costs are compensable. | standby/idle costs are not compensable unless explicitly authorized by the contract and supported by a Government-directed change/stop-work type action. | |
| 58 | PWS Belgrade Section 5.2.1 states:"Staff Requirements: Mandatory United States Citizenship Staff which require U.S. Department of State Approval and Sign Off (Indicated by asterisk)" | Beyond management-level staff and positions explicitly indicated by asterisks in the PWS, are there any minimum percentage or position-specific requirements for U.S. citizens among other pavilion staff or functional teams? | All attempts should be made to ensure that the majority of positions are filled by U.S. citizens, unless otherwise authorized by the COR and CO. All host positions are required to be filled by U.S. citizens. | |
| 59 | PWS Belgrade Section 5.2.1 states:"Youth Ambassador Program: 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 whether the Youth Ambassador Hosts program includes any stipend or allowance provided by the Government, and whether such costs are included within the contract scope or addressed separately. | The Youth Ambassador Hosts positions are contracted directly by the Operator, and all associated salaries, allowances, benefits, and related expenses are to be paid directly by the Operator as part of the contract scope. | |
| 60 | PWS Belgrade Section 5.2.1 | Please confirm whether the Government anticipates providing any baseline assumptions or benchmarks for Front of House staffing scale (e.g. visitor guides, team leaders), or whether staffing levels, qualifications, and ratios are entirely at the offeror’s discretion based on the proposed operational approach and anticipated visitor volumes. | Front of House staffing levels, qualifications, and ratios are at the offeror’s discretion and should be based on the proposed operational approach and anticipated visitor volumes. | |
| 61 | PWS Belgrade Section 5.2.1 state:"Ensure multilingual staff availability (English, Serbian, and other high-demand languages that are necessary for the delivery of Belgrade Expo)." | Please confirm whether there are specific staff categories or functional roles that are required to be proficient in Serbian, and if so, which roles and minimum proficiency levels (e.g. basic, conversational, fluent) are expected. | Some host positions with Serbo-Croatian proficiency are needed to support pavilion operations. | |
| 62 | PWS Belgrade Section 5.2.1 | Is there an estimated visitor volume that should be assumed for operational planning and staffing calculations? | Expo estimates daily volume range is 43,000–65,000 visitors/day on average to EXPO grounds, with actual attendance likely higher on weekends/major events and lower on slower weekdays. | |
| 63 | PWS Belgrade Section 5.2.1 | For U.S. Pavilion staff, Youth Ambassador Hosts, and cultural performers, please confirm whether the Department of State will provide assistance or facilitation with visa issuance (including any official support letters or coordination with host-country authorities), or whether the Contractor is fully responsible for obtaining all required visas and work permits. Additionally, please confirm whether any Expo 2027–specific visa regime or facilitation process will apply and whether the Department of State will support access to such Expo visas. | The visa process for Expo 2027 was uploaded on SAM.GOV with Amendment 0001. All staff visa and work permit processing (including U.S. Pavilion staff, Youth Ambassador Hosts, and cultural performers) is the responsibility of the Operator. | |
| 64 | PWS Belgrade Section 5.2.2 states:"Design, procure, and distribute pavilion staff uniforms aligned with USA branding guidelines and in line with host country cultural norms." | Please confirm which staff categories are required to be uniformed (e.g., operations, protocol, security, guest services), and whether subcontractor staff are subject to the same uniform requirements. | All staff are required to be uniformed, including any subcontractor personnel supporting pavilion operations. | |
| 65 | PWS Belgrade Section 5.2.4 states:"Retail and Restaurant Point-of-Sale Systems: Point-of-sale hardware and software, including mobile ordering platforms, to support retail and food service operations." | Given that all Food & Beverage and retail operations, including costs and profits, are borne by the Operator, please confirm whether POS systems used exclusively for these purposes should be fully procured, operated, and maintained by the Operator and excluded from the Government-funded cost proposal. | POS systems used exclusively for Food & Beverage and retail operations are the responsibility of the Operator, including procurement, operation, and maintenance, and should be excluded from the Government-funded cost proposal. | |
| 66 | PWS Belgrade Section 5.2.4 states:"Office and Administrative Equipment: Computers, laptops, tablets, printers, copiers, laminators, whiteboards, and other tools required for daily operations and administrative functions." | As FF&E quantities are dependent on office area and staff count, could you confirm the anticipated size of the operational office areas and the estimated number of office-based staff? | Please refer to the PWS and RFP for available information regarding the anticipated size of operational office areas. The estimated number of office-based staff should be based on the offeror’s proposed approach and experience to successfully deliver the required services. | |
| 67 | PWS Belgrade Section 5.2.4 | Are equipments expected to be purchased, or can items be rented to fulfill the requirements? | It is at the offeror’s discretion whether to rent or purchase equipment, provided all items meet applicable regulations, guidance, and required quality standards. | |
| 68 | PWS Belgrade Section 5.2.7 states:"Provided detailed procurement and design schedule for incorporation into Design Build Partner execution and architectural design team." | Please confirm whether the Operations Contractor’s design deliverables for F&B and Retail are limited to concept-level, intended for integration by the Design–Build Contractor, and do not include detailed construction drawings or shop drawings. | Correct — the Operations Contractor’s design deliverables for Food & Beverage and Retail are limited to concept-level materials intended for integration by the Design–Build Contractor and do not include detailed construction drawings or shop drawings. | |
| 69 | PWS Belgrade Section 5.2.9 states:"Produce content in English and Serbian." | Please clarify whether the requirement for English and Serbian content production applies to all deliverables or only to externally facing public communications. | The English and Serbian content production requirement applies only to materials that are externally facing and visible to the public, or otherwise needed for operational communication, or as required by Serbian law, regulations, or Expo guidelines. | |
| 70 | PWS Belgrade Section 5.2.15 states:"Performers would be compensated with a max stipend of $200 USD for each day programed (several programs can and should be scheduled during each day as appropriate)." | Please confirm whether performer travel and accommodation costs are excluded from the Contractor’s responsibilities, given the stipulated daily stipend cap. | All costs associated with performers, including travel and accommodation, are the responsibility of the Operations Contractor, including the daily stipend cap. | |
| 71 | PWS Belgrade Section 5.2.15 states:"Create a programming calendar with a minimum of 150 performances for Expo 2027." | Please clarify whether the minimum requirement of 150 performances may include repeat programs or recurring performers. | The minimum requirement of 150 performances may include repeat programs or recurring performers, as determined by the offeror’s overall proposed approach. | |
| 72 | PWS Belgrade Section 5.2.12 states:"Manage indoor and outdoor landscaping concept as well as irrigation and servicing in alignment with design guidelines of the Pavilion. (All initial landscaping will be done by the Design Build Partner)" | Given the predominantly indoor nature of Expo 2027 Belgrade pavilions, please confirm whether any landscaping elements that require maintenance work are anticipated within the U.S. Pavilion | No landscaping elements requiring ongoing maintenance are anticipated within the U.S. Pavilion. | |
| 73 | PWS Belgrade Section 5.13 states:"Emergency repairs within 24 hours." | Please confirm whether the Contractor’s responsibility for emergency repairs is limited to coordination and management, or whether it includes direct repair costs unless otherwise authorized. | Direct repair costs for normal wear and tear are the responsibility of the offeror. Coordination and management of repairs related to exhibits and/or structural repairs are limited to coordination and management by the offeror. | |
| 74 | Sustainability | Please confirm whether any sustainability requirements or performance goals apply to pavilion operations beyond those mandated by Expo organizers. | No additional sustainability requirements or performance goals apply beyond those mandated by the Expo organizers. | |
| 75 | L.7 INSTRUCTIONS states:"Offeror’s shall provide a realistic concept plan for meeting the requirements laid out in the rough draft PWS for Riyadh. Offerors shall address their understanding of the requirements and technical concept specific to the Riyadh Expo’s operations." | For Non-Cost Factor 3 – Concept Plan for Riyadh,could you please clarify the expected level of detail at the proposal stage? Specifically, should the concept plan be strategic and illustrative in nature, or should it include preliminary operational assumptions, staffing concepts, and cost drivers? | The level of detail for Non-Cost Factor 3 – Concept Plan for Riyadh is at the offeror’s discretion, and should be developed based on the PWS requirements included in the solicitation. | |
| 76 | L-001 L.7 INSTRUCTIONS | For Non-Cost Factor 2 (Technical Approach for Expo Belgrade) and Non-Cost Factor 3 (Concept Plan for Riyadh), Could you please clarify whether these factors will be evaluated independently, or whether demonstrated consistency between the Belgrade approach and the Riyadh concept will be considered an advantage? | Please refer to the prior comments and response provided regarding the evaluation of Non-Cost Factor 2 (Technical Approach for Expo Belgrade) and Non-Cost Factor 3 (Concept Plan for Riyadh). | |
| 77 | L.7 INSTRUCTIONS | In the case of a consortium, could you please clarify how the Government will evaluate and weight the past performance of the different consortium members? Specifically, is there any distinction, preference, or weighting applied between the Prime Offeror and other consortium members. | Please see Prior, comment response | |
| 78 | M.4 EVALUATION FACTORS FOR AWARD states:"The place(s) of performance. References for which systems and services were delivered to OCONUS locations will be more favorably considered in the following order of preference: Belgrade, Riyadh, and OCONUS." | Please confirm whether the stated preference order (Belgrade, Riyadh, then other OCONUS locations) is an absolute ranking or a relative preference that may be offset by stronger relevance, scale, or performance quality. | The evaluation process and stated preference order are clearly outlined in the RFP. | |
| 79 | L.7 INSTRUCTIONS states:"Offeror’s shall provide a realistic concept plan for meeting the requirements laid out in the rough draft PWS for Riyadh. Offerors shall address their understanding of the requirements and technical concept specific to the Riyadh Expo’s operations." | Please clarify the anticipated form, scale, and general parameters of the U.S. participation at Expo 2030 Riyadh (e.g. indicative pavilion scale, operational duration, or level of conceptual detail), to ensure that Concept Plans for Riyadh are prepared at a level of detail consistent with the Government’s evaluation expectations. | Please refer to the Expo 2030 Riyadh PWS draft document, which provides the anticipated form, scale, and general parameters for U.S. participation and includes the information needed to prepare Concept Plans consistent with the Government’s evaluation expectations. | |
| 80 | L.7 INSTRUCTIONS | For the Belgrade seed task order (Non-Cost Factor 2), if certain logistics, equipment, or staffing details are not defined in the PWS, may the offeror propose a technical approach? | Yes. The technical approach for the Belgrade seed task order (Non-Cost Factor 2) is at the offeror’s discretion, including proposing logistics, equipment, and staffing approaches where details are not defined in the PWS. | |
| 81 | Pricing | Please confirm whether pricing under this IDIQ is expected to be structured primarily as Firm-Fixed-Price task orders, and whether any Cost-Reimbursable or Time-and-Materials elements are anticipated for operations, surge events, or unplanned requirements. | It is anticipated that the majority of work performed under the task order will be firm fixed price. Cost-reimbursable or Time and Material pricing may be used by the Contracting Officer when applicable. | |
| 82 | Pricing | How should offerors price requirements that are variable or not quantifiable at proposal stage (e.g. number of events, VIP visits, National Day scale, extended hours, security posture changes)? | Offerors should price variable or not fully quantifiable requirements based on their experience delivering similar events and operational scenarios, using reasonable assumptions consistent with their proposed approach. | |
| 83 | Pricing | Please confirm the assumed standard operating hours and whether extended hours, special openings, or peak-day operations will be priced as part of the base scope or treated as compensable changes. | Please review the Expo guidelines for standard operating hours. Extended hours, special openings, and peak-day operations should be priced as part of the Firm-Fixed Price base scope and included in the offeror’s proposal. | |
| 84 | Pricing | Please confirm the contractual mechanism for pricing Government-directed changes (e.g. programming changes, staffing increases, security escalation), including whether equitable adjustment will apply. | Please confirm the contractual mechanism for pricing Government-directed changes (e.g. programming changes, staffing increases, security escalation), including whether equitable adjustment will apply. | |
| 85 | Pricing | Please confirm whether staffing volumes proposed by the offeror will be deemed sufficient if service levels are met, or whether the Government reserves the right to require increased staffing at no additional cost. | Staffing volumes and the overall technical approach to operate the pavilion are the responsibility of the offeror and should be addressed in the operational technical proposal. | |
| 86 | Pricing | Please confirm whether any price adjustment mechanism is anticipated for wage escalation, inflation, or statutory cost increases over the contract period. | All labor rates shall be firm fixed price and should take these factors into consideration. No price adjustment mechanism is anticipated for wage escalation, inflation, or statutory cost increases over the contract period. | |
| 87 | Pricing | Please confirm the required pricing currency and whether any adjustment or protection mechanism applies for exchange-rate fluctuations affecting local costs. | All pricing should be submitted in U.S. Dollars (USD), and no adjustment or protection mechanism is anticipated for exchange-rate fluctuations affecting local costs. | |
| 88 | Pricing | Please confirm whether decommissioning, asset disposal, and site restoration costs are included in the base scope. | All items procured, rented, or brought in by the Operator are the Operator’s responsibility for decommissioning, asset disposal, and site restoration, in coordination with the Design-Build Contractor and the Department of State. | |
| 89 | Pricing | Please confirm whether any assets purchased under the contract become Government property at the end of the Expo or remain the property of the Contractor. | Please see response above | |
| 90 | PWS; Section 5.3 | If required, who will be responsible for any design/build fundraising? | Fundraising will be the responsibility of the Operator for all aspects of the U.S. Pavilion. | |
| 91 | PWS | Please confirm if the Belgrade PWS is the final guidance document for the RFP (and beyond). We ask as there are redlines at the end of the document, and some of the numbering is inconsistent (see following question), so we simply want to make sure we are responding to the final document. Some of the redlines also contained deleted text about specific proposal requirements and a budget template. | Yes — the Belgrade PWS is the final guidance document for this RFP. | |
| 92 | PWS; 5.7 and 5.13, the text is highlighted in yellow | These sections do not follow the rest of the document's numbering and are highlighted in yellow. Please confirm if this is the final text and deliverables for these tasks/sections. | Yes — the Belgrade PWS is the final guidance document for this RFP. | |
| 93 | L-001, Section L.5 states "a) The Offeror’s complete proposal shall consist of the following three (3) volume submissions, as outlined. | This states that there are 3 volume submissions; however, there are only 2 volumes listed. Can you please confirm there are only two (2) volumes required? | Correct — only two (2) volumes are required: Volume 1 and Volume 2. | |
| 94 | L-001, Section L.5 states "c) Each volume shall be file named with only the following information: Company name, Solicitation Number, and Volume Number." | For the submission of Volume 1 responses, can you please confirm if you are requiring four (4) separate files to be provided, or do prefer that we merge the content into one file? | There are only two volumes to be submitted. Volume 1 - Non-Cost Proposal and Volume II - Price Proposal |
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