US Pavilion at Belgrade Expo 2027 clarifications QA through 022526.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- 19AQMM26R0058
About this file
This file is a Questions and Answers document containing clarifications submitted by potential offerors and responses from the U.S. Department of State regarding solicitation 19AQMM26R0058 for design-build fit-out construction services of the USA Pavilion at Belgrade Expo 2027. The document addresses inquiries submitted through February 12, 2026, and through the February 25, 2026 deadline, with responses provided in chronological order.
Key clarifications include: construction materials may be sourced from countries other than the United States if they meet design requirements; the contractor must start design immediately upon receipt of bonding and insurance; the contractor is responsible for applying for all necessary local permits and transporting display materials to the site; decommissioning is planned for three months post-event; local labor may be utilized; and all media production services for exhibits are included within the design-build contract scope with no separate contract vehicle. Regarding entity structure, a foreign company may serve as contractor or designer only if it establishes a business entity in Serbia with required licenses, or partners with a locally licensed Serbian firm; a joint venture must be registered as a single entity in SAM.gov, not as separate companies. The contractor must retain a locally licensed Serbian Architect of Record for permitting and code compliance, though the lead design architect may be based anywhere with no geographic preference in evaluation. The estimated project budget ranges from $10,000,000 to $14,000,000 including option CLINs. The proposal submission deadline was not extended despite requests, as Expo 2027 has a fixed start date of May 15, 2027. A virtual pre-proposal conference was held on February 13, 2026, and RFI submissions were directed to Jennifer Leung and Lori Botkin at the State Department through the February 16, 2026 deadline.
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Sheet1 US Pavilion at Belgrade Expo 2027 RFIs/Clarification Q&As
Please see below questions (submitted through February 12, 2026) and responses (in red) and questions (submitted through the February 25, 2026 deadline) and responses (in blue) in reference to the solicitation 19AQMM26R0058, Design-Build Fit-Out US Pavilion at Belgrade Expo 2027 RFP posted on SAM.gov.
| Q1: | Material Sourcing: Is the contractor required to provide construction materials from the United States, or are local providers acceptable? |
| A1: | Construction Materials can be sourced from countries other than the United States as long as it meets the requirements as designed. |
| Q2: | Project Timeline: Following the contract award, how soon is the contractor expected to begin the project? |
| A2: | The contractor is expected to start design as soon as bonding and insurance is provided and Limited Notice to Proceed with Design is issued. |
| Q3: | Permitting: Is the contractor responsible for applying for all necessary local permits? |
| A3: | Yes, see Section C SOW. |
| Q4: | Special Specifications: Are there specific products or special materials required for the construction of this pavilion? |
| A4: | Products or Materials shall be determined during design for the US Pavilion fit-out |
| Q5: | Logistics: Is the contractor responsible for transporting display materials from the United States to the site for the start of EXPO 2027? |
| A5: | Yes, see Section C SOW. |
| Q6: | Deconstruction: What is the required timeframe for the deconstruction and removal of the pavilion after the event concludes? |
| A6: | 3 months is planned for decommissioning, See Section F.1 |
| Q7: | Post-Event Materials: Is the contractor required to retain and store all materials after the pavilion is deconstructed? |
| A7: | See Section C SOW, C.11 Decommissioning, Removal, and Closeout |
| Q8: | Labor: Is the contractor permitted to utilize local labor groups for this project? |
| A8: | Yes |
| Q9: | Will the Government be hosting a pre-proposal conference and/or site visit for this solicitation? |
| A9: | A virtual pre-proposal conference is currently planned for Friday, February 13, 2026. There will be no site-visit to the site in Belgrade. More details on the virtual pre-proposal conference will be posted on the Solicitation site on sam.gov, please check. Please check/follow the solicitation site often for the most up-to-date information. |
| Q10: | Can the Government confirm that they wanted RFIs submitted via email and not via ProjNet, as stated in Section “B.7 PROJNET RFP QUESTIONS AND RESPONSES?” |
| A10: | The Section B.7 pargraph has been deleted/crossed out as it no longer applies due to the RFP being posted on SAM.gov and not ProjNet in Amendment A01 posted on the same SAM.gov solicitation announcement site. |
RFIs are to be submitted to Jennifer Leung at LeungJB@state.gov AND Lori Botkin at BotkinLL@state.gov by no later than 2:00 p.m., Eastern Daylight Time, on February 16, 2026.
| Q11: | Could you please provide the 'Bidder Inquiry Key' (or Quick Add Key) for this project? |
| A11: | Bidder Inquiry Key is not available since the RFP was not posted on ProjNet. RFIs are to be submitted to Jennifer Leung at LeungJB@state.gov AND Lori Botkin at BotkinLL@state.gov by no later than 2:00 p.m., Eastern Daylight Time, on February 16, 2026. The Section B.7 pargraph will be deleted as it no longer applies due to the RFP being posted on SAM.gov and not ProjNet, an amendment to reflect this change the will be issued and posted on the same SAM.gov solicitation announcement. |
| Q12: | Is it mandatory for the Prime Contractor to be a registered legal entity in Serbia, or is it sufficient to partner with a licensed Serbian firm (as a formal Joint Venture) for PM or design or local permits or on-site construction work? |
| A12: | A foreign (non-Serbian) company may act as a Contractor or Designer only if it establishes a business entity in Serbia (i.e., a subsidiary, not a representative office or branch) and obtains the required Serbian licenses. |
Alternatively, the foreign company may collaborate with a Contractor or Designer licensed in Serbia. In such cases, the local Contractor/Designer who signs and submits applications to the competent authorities, must be a professional licensed in Serbia. For roles that do not require licensing, participants are free to engage any individual (e.g., a Project Manager). Work may also be carried out through already established and registered Serbian subsidiaries that hold the required licenses and are entered in the relevant registries.
| Q13: | Must all Joint Venture partners be registered in SAM.gov at the time of proposal submission, or does this requirement apply only to the Prime Contractor? Also, can international entities use NCAGE Code for SAM registration? |
| A13: | A Joint Venture is a single registered entity as defined by the RFP (Section L.23.2.1.12) is "Where an Offeror’s proposal meaningfully relies on related entities to perform under the contract and to meet the stated requirements the Offeror shall be established as a formal JV or partnership and the entity shall be registered in SAM." Separate companies registration in SAM is not considered a single Joint Venture entity. The contract cannot be awarded to separate companies, there will be only 1 contract to be awarded to 1 entity. Please see (Section L.23.2.1.12) for more information to determine whether the entity meets the definition of a Joint Venture. |
For information on entity registration on sam.gov, please go to sam.gov.
| Q14: | Based on the statement that the C10.1, Where and when the architectural drawings and technical documentation for the pavilion shell will be made available, including plans, elevations, sections, and any structural or MEP interface information provided by the Organizer. |
| A14: | Expo Organizer provided technical information on pavilion shell has been provided as Attachment J.3.3 in Amendment A01 to the RFP on sam.gov. The files are controlled, you must request for access on the sam.gov RFP site. See RFP announcement for Amendment A01 and attachment. |
| Q15: | Based on the statement that the C10.1, Where we can obtain more detailed information regarding the interior fit-out scope, including specifications, design guidelines, material requirements, performance standards, and any applicable codes or regulations. |
| A15: | The interior fit-out scope shall be determined during the contractor's design phase. The scope of this contract includes the full design of the interior, exterior, and exhibits prior to starting construction of the approved and accepted design. |
See all Expo 2027 provided guides and information provided in the 5th Attachment (05 Attachment J.2 Expo 2027 Regulations and Guidelines) in the Attachments/Links section of the RFP/solicitation posted on SAM.gov.
| Q16: | Based on the statement that the C10.1, Whether there is a detailed scope of work, design brief, or technical manual outlining all interior works, exhibition systems, and coordination requirements expected from the Contractor. |
| A16: | The scope of work for all interior works and exhibition systems are all to be designed by the contractor during the design phase. This is a design and build contract that includes both the full design and the build/construction of the fully approved/accepted design. |
| Q17: | Based on C11.1, confirm whether dismantling or removal of the Organizer-provided pavilion shell or primary structural frame is excluded from the Contractor’s scope. |
| A17: | Dismantling or removal of the Organizer-provided pavilion shell and/or primary structural frame is excluded from the Contractor’s scope of work. |
| Q18: | Based on C11.1, confirm whether site restoration requirements apply only after removal of Contractor-installed elements, with the Organizer retaining responsibility for the base pavilion structure. |
| A18: | Site restoration requirements apply only to areas and elements impacted by the Contractor’s installed works. Restoration does not extend to the base pavilion structure or any components installed or provided by the Organizer. |
| Q19: | Specification/Reference: Section C.4.2.6 – Statement of Work (Design-Build Services – USA Pavilion, Expo 2027 Belgrade) |
Question: Section C.4.2.6 requires the Contractor to retain a locally licensed Serbian Architect of Record to support permitting, code compliance, and local coordination. The solicitation does not specify whether the Lead Design Architect must be a U.S.-based or Serbia-based firm. Please clarify whether a design firm that is neither U.S.-based nor Serbia-based may serve as the Lead Design Architect for this project.
A19: As stated in Section C.4.2.6, The Contractor shall retain a locally licensed Serbian Architect of Record and, as required, local engineering and construction resources to support permitting, code compliance, and local coordination; the Contractor remains fully responsible for performance. Also, as stated in Attachment J.2.1 Expo 2027 Design and Build Guide page 9 of the PDF, under Term "Architect of Record (AoR)" the definition states "The licensed architectural firm officially registered and authorised in the Republic of Serbia to take legal and professional responsibility for a project’s design documentation and permitting process. The Architect of Record ensures that all design submissions comply with national laws, building codes, and regulatory requirements. For EXPO 2027, the AoR is the entity that submits the Preliminary Design to the authorities and assumes responsibility for obtaining the Construction Permit and other mandatory approvals. While Participants may work with foreign design teams, a locally licensed AoR must validate and submit all documentation on their behalf."
It does Not state anywhere in Section C that the Lead Architect must be a licensed Serbian Architect. It is stated in the Sec C Scope of Work and the Expo 2027 guidelines that a locally licensed AoR is necessary for permitting, code compliance, local coordination and must submit all documentation on their behalf.
Q20: Specification/Reference: Section M Evaluation Factors for Award Question: Please confirm whether there are any preference, eligibility, or evaluation considerations related to the geographic location or nationality of the Lead Design Architect that Offerors should consider when forming their teams.
| A20: | There are no preference or evaluation considerations for Lead Design Architects based on their geographic location. There are no changes to Section M - Evaluation Factors for Award. |
| Q21: | Regarding L23.2.2.2 :could you provide more details on the scope of work for the contractor relating to the Virtual Pavilion? |
| A21: | There is no requirement for a virtual pavilion for the US Pavilion at Belgrade Expo 2027. An Amendment A02 has been posted to SAM.gov with "virtual pavilion" crossed out from the Evaluation Factor 2 Understanding Scope and Risks. |
| Q22: | Could you kindly consider extending the proposal submission deadline? |
| A22: | As the Expo 2027 has a fixed start date of May 15 2027, the contract needs to be awarded as soon as possible so the contract awardee can start as soon as possible. The proposal submission deadline extension is not considered at this time. |
| Q23: | Regarding L.23.2.2.7.1: Could you please further describe your intention of the question of desired vs required performance period? |
| A23: | If the offeror is proposing to complete the project in a shorter time frame than the required 18 months, then the offeror can input the number of months they are proposing to complete it in, that is less than 18 and the offeror should note in Volume 1 Section L.23.2.1.10 Schedule Acceleration, if there are additional costs to complete the project in less than 18 months.. If the offeror, does not chose to propose a schedule less than the required 18 months, then you can input 18 or leave it blank for the "Offeror's Proposed Performance Period" in Section L.23.2.2.7.1. |
| Q24: | Can you please confirm the total project budget range? |
| A24: | As posted on the RFP announcement, "The estimated total construction costs for the project falls within the approximate range of $10,000,000 to $14,000,000." This is the range for the total project to include the option CLINs. |
| Q25: | In light of the scope complexity and the volume of required technical, administrative, and compliance documentation, would the Government consider granting an extension to the proposal submission deadline to ensure a fully responsive and high-quality submission? |
| A25: | As the Expo 2027 has a fixed start date of May 15 2027, the contract needs to be awarded as soon as possible so the contract awardee can start as soon as possible. The proposal submission deadline extension is not considered at this time. |
| Q26: | Will any evaluation weighting or preference be applied in favor of U.S.-based entities (e.g., U.S.-registered prime contractors, joint ventures including U.S. firms, or U.S. small businesses) in the selection process for this contract? |
| A26: | There are no evaluation preference considerations for U.S. based entities. There are no changes to Section M - Evaluation Factors for Award. |
| Q27: | Similarly, will any evaluation weighting or preference be applied in favor of Serbian entities (e.g., locally registered contractors, consultants, or subcontractors), particularly considering permitting, local coordination, and site execution requirements? |
| A27: | There are no evaluation preference considerations for U.S. or Serbian based entities. There are no changes to Section M - Evaluation Factors for Award. |
However there is a requirement as stated in Section C.4.2.6, The Contractor shall retain a locally licensed Serbian Architect of Record and, as required, local engineering and construction resources to support permitting, code compliance, and local coordination; the Contractor remains fully responsible for performance. Also, as stated in Attachment J.2.1 Expo 2027 Design and Build Guide page 9 of the PDF, under Term "Architect of Record (AoR)" the definition states "The licensed architectural firm officially registered and authorised in the Republic of Serbia to take legal and professional responsibility for a project’s design documentation and permitting process. The Architect of Record ensures that all design submissions comply with national laws, building codes, and regulatory requirements. For EXPO 2027, the AoR is the entity that submits the Preliminary Design to the authorities and assumes responsibility for obtaining the Construction Permit and other mandatory approvals. While Participants may work with foreign design teams, a locally licensed AoR must validate and submit all documentation on their behalf."
This is a requirement by the Expo 2027 organizer and must be adhered to.
| Q28: | Please confirm whether media production services (including but not limited to audiovisual content creation, immersive exhibition media, digital storytelling, interactive installations, and related software development) are included within the Design-Build scope of this contract, or if such services will be procured separately under a different contract vehicle. |
| A28: | All of the media production services for the exhibits are included in the this contract along with the exhibit design, fabrication, installation and decommissioning. There will not be a separate contract awarded just for media production services. |
File details come from the government source that posted it. Updated .