Design-Build Fit-Out USA Pavilion at 2027 Belgrade Expo - Market Research.pdf

Full Design-Build Lease Fit-Out, Exhibit Design and Installation, & Decommissioning of a

USA Pavilion for Expo 2027 Belgrade, Serbia

Request for Information - Market Research

A: Introduction

This is a Request for Information (RFI) as outlined in FAR 15.201(c) (7). The purpose of this

RFI is to accomplish market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify businesses capable of performing the functions described herein. The Department of State, Global Acquisition office is conducting market research to determine the availability and abilities of firms, particularly small business firms, to meet the requirements listed below.

Interested sources shall have proven capabilities successfully executing work of similar work in scope and scale to the work described in Section C below.

This notice is issued solely for information and planning purposes and DOES NOT constitute a

Request for Proposal (RFP) or a commitment on the part of the government to conduct a solicitation for the below-listed services in the future. Further, the Government is not at this time seeking proposals and will not accept unsolicited proposals. The Government will not entertain telephone calls or questions for this RFI. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in the development/furnishing of a response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Please note that a decision not to submit a response to this RFI will not preclude a vendor from participating in any future solicitation.

SECRET FACILITY AND PERSONNEL SECURITY CLEARANCES ARE NOT

REQUIRED

B: Background

The U.S. Department of State is actively seeking a design build partner to deliver its vision for the USA Pavilion at the next upcoming specialized Expo 2027 in Belgrade, Serbia. Expo 2027

Belgrade is scheduled to begin in May 2027 and close August 2027. The USA Pavilion is to demonstrate American Excellence as well as showcase innovative experiential which is reflective of Department of State messaging as well as goals for Public Diplomacy across the world.

C: Scope

The objective is to ensure that the pavilion is designed, constructed, and operated to the highest international standards, reflecting U.S. innovation, culture, and values. The USA Pavilion at these International Expositions will be an official representation of the United States; the

Department must therefore ensure that the USA Pavilion is nonpolitical and nonpartisan in nature, of the highest possible quality, and balanced and representative of the diversity of

American political, social, and cultural life. The USA Pavilion must meet the highest standards of artistic achievement and academic excellence. The pavilion must be entertaining, immersive, and interactive to engage foreign audiences. The USA Pavilion is a platform to promote U.S.

foreign policy, U.S. commercial interests, as well as highlight outstanding U.S. cultural, scientific, technological, and artistic achievement.

Content: The theme of Expo 2027 Belgrade is “Play for Humanity – Sport and Music for All”.

The Expo's sub-themes are Power of Play, Play for Progress, and Play Together.

Expo Guidelines: The Expo 2027 organizer in conjunction with the respective host country, Serbia and their Government has provided some information and guidelines for the official participants, these documents are included as attachments to this notice.

Design/Build Fit-Out Construction of USA Pavilion Scope: The scope of work to be completed by the contractor will include but is not limited to:

Expo 2027 SERBIA, BELGRADE

Property Plot Information and General Pavilion Criteria

Gross Floor Area (Single Story Only) 972 sqm (36.00m x 27.00m) – 10M Height

Commercial Space for F&B and Retail Not to Exceed 20% of GFA

Staff Size (Operations + Department of State) 25 People Per Shift (110 People total)

Stage and Performance Spaces Must Be Modular and Removeable

Event Hosting Spaces VIP Space – 16 People

Meeting Room – 12 People

Storage Spaces As Necessary for Design and Operations

*See zipped file attachment in the Attachments/Links section of the SAM notice for more information on the design and construction overview and USA Pavilion plot.

Project Scope: The project scope includes the full design, development, fit-out construction, installation, project management, and final disposition of a USA Pavilion at Expo 2027 Belgrade in Serbia.

The anticipated work includes but is not limited to:

• Full Design and Construction fit out of a single-story USA Pavilion to house the exhibitions and thematic program that includes exhibition, performance, reception, back of house, food and beverage, retail store, and outdoor spaces.

• The USA Pavilion shall have an appealing welcome on the exterior façade; provide exterior landscaping; incorporate appropriate internal and external crowd control features including a wayfinding experience tied into the experiential nature of the internal exhibition content; and accommodate a high volume of visitors for the duration of three months for the Specialized Expo and the duration of six months for the World Expo, as well as include a range of public and private spaces.

• Under the direction of DOS subject matter experts (SMEs), design, propose, develop and refine content for immersive exhibitions within the USA pavilion. Exhibition content should be holistically designed with architecture, landscaping, wayfinding, content, and interactives interacting seamlessly to support key narratives.

• Visitors should understand the key “know, feel, do” objectives designed and developed in partnership with DOS SMEs.

• An appealing welcome on the exterior façade; provide exterior landscaping; incorporate appropriate internal and external crowd control features including a wayfinding experience tied into the experiential nature of the internal exhibition content; and accommodate a high volume of visitors for the duration of three months, as well as include a range of public and private spaces.

• Transport, travel, insurance, postage, and shipping fees of all pavilion materials, including artifacts.

• Tear-down, including removal of exhibits, and return of the pavilion lot in the condition required by the Expo organizers; final disposition plan must be approved by the Expo organizers.

Project Structure

1. Key Stakeholders

1.1. Client (U.S. Department of State / Commission for the USA Pavilion)

1.2. Design-Build Contractor (DB Contractor)

1.3. Local Authorities & Expo Organizers

2. Delivery Model

2.1. Design-Build (Turnkey): Contractor responsible for full design and construction Fit-Out of the USA Pavilion, exhibits design and installation, testing, maintenance, commissioning, and handover.

The Design-Build Contractor Responsibilities shall include:

1.1 Design Development

1.1.1. Concept Design Proposals → Schematic Design Refinement → Chosen Design

Development → Construction Documentation.

1.1.2. Edits and changes to conceptual design proposals based on feedback received from the Department of State.

1.1.3. Coordination with U.S. cultural, diplomatic, and programming teams under the key direction of the DOS Expo Unit.

1.1.4. Compliance with Expo technical guidelines, Serbian codes/regulations, and U.S.

security requirements.

1.1.5. Delivery of all content (digital, physical) necessary for the implementation of the final selected design incorporating experiential, multisensory integration of external and internal wayfinding and exhibition content.

1.2. Fit-Out Construction

1.2.1. Full civil, structural, MEP, IT, and AV systems.

1.2.2. Fabrication of exhibit spaces, façade treatments, and immersive environments.

1.2.3. On-site construction supervision, logistics planning, and safety management.

1.3. Exhibition & Commissioning

1.3.1. Exhibit integration (interactive, multimedia, cultural).

1.3.2. Content creation and curation for all exhibition elements under the direction and guidance of DOS SMEs.

1.3.3. Testing & commissioning systems.

1.3.4. Mock-ups, inspections, and quality checks.

1.3.5. Systems readiness and training for Pavilion Operations Partner.

1.3.6. Systems and content upgrades/updates during the lifetime of the exhibition dates

1.4. Facilities and Technical Maintenance Management

1.4.1. Defining and Delivering Service Level Agreements for all building systems and warrantied items as well as standard building wear and tears throughout the course of an Expo

1.4.2. On site support at all times for Building Systems (MEP, HVAC, Security)

1.4.3. On site support at all times for any AV or Technical Equipment that is part of

Exhibition or Experiential

1.5. Handover & Legacy

1.5.1. As-built documentation and training for all handover necessary to the Operational

Delivery Partner

1.5.2. Warranty management and Subcontractor management for all installed systems and hardware of the building

1.5.3. Decommissioning plan (post-Expo).

Approximate design, fit out construction and decommissioning cost: $4 million - $6 million

1A. MARKET RESEARCH SUBMISSION REQUIREMENTS AND FORMAT:

1A.1 Organization. Organize submittals by factor according to the list in Section 2.C below.

Tab and clearly identify each factor in the submittal.

1A.2 Language. Use only the English language. If applicable, submit an English translation for all information originally provided in another language.

1A.3 Page Limits. Maximum page limits for each factor are identified in Section 2.A.

1A.4 Page Size. Pages are based on a single-sided 8 ½” x 11” (or A4) sheet. Page equivalencies are: one double-sided page = two single-sided pages; 11”x17” foldouts = two pages per side. Except where otherwise specified, the maximum paper size permitted is 11” x 17” (or A3).

1A.5 Font. Submit offers in size 12 font minimum. Only the Standard Form (SF) 330 is to be utilized by the design subcontractors and may be prepared in size 10 font. SF 330 is available through: https://www.gsa.gov/reference/forms/architectengineer-qualifications

1A.6 Color. Submit text as black writing on a white background. Text that is difficult to read due to the use of colored text, colored background, and/or font selection may result in an incomplete submission review.

1A.7 Format and Copies. Provide one electronic copy via email; see submission instructions at the end of this notice.

1B. Definitions:

1B.1 The project(s) included in this RFI are referenced as “the Project” in Section 2.A.

https://www.gsa.gov/reference/forms/architectengineer-qualifications

2A. CONTENT OF SUBMISSIONS FOR REVIEW:

2A.1 FACTOR 1: Technical Project Experience

For sub-factor 2A.1.1 and 2A.1.2 there is no set page limit. The firm shall provide sufficient information to demonstrate successful experience per the listed attributes. While there is no set limit to the number of pages, the firm’s submission in terms of conciseness, relevancy of each narrative, and organization of responses will be considered.

Sub-factor 2A.1.1 – Critical/Mandatory Attributes:

The firm is requested to submit all requested information for consideration

2A.1.1.A Design/Build Attributes:

Offerors shall demonstrate the following design/build capabilities:

1. Prior experience with large, multimedia/technology-based exhibition design, including:

a. Experience with comprehensive and immersive exhibits with a focus on dynamic narratives.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience with exhibit design and the methods of comprehensive and immersive descriptions of ideas, beliefs, experiences, and life- lessons through creative narratives that evoke powerful emotions and insights.

b. Experience with design/build construction of pavilions at World Expositions, Olympics or other similar interactive and immersive visitor-driven experiences that support a minimum of 5,000 visitors per day.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience with interactive visitor-driven experiences similar and/or relevant to the requirements of a USA Pavilion project.

c. Experience with design for crowd management, flow and queue management for immersive visitor-driven experiences and exhibits, performance stage, public quick-service food and beverage, and retail store.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience with building and exhibits design that accommodate a high-volume of visitors engaging with the exhibits and following a storyline. The Government will review the firm’s experience in building and exhibit design for managing queues for a high-volume of visitors, including engaging visitors in the queue as well avoiding long queue lines.

2. Prior experience with:

a. Design, construction, and disassembly & removal of a temporary facility.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. Please provide a schedule from one of the project examples that had the shortest duration. The Government will review the proposed design approach, construction, and use of materials for temporary building(s)/structure(s).

b. Design of exterior public spaces that includes a performance stage, public quick-service food and beverage, and retail store.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience in design and functionality of exterior public spaces.

c. Design of rooftop indoor/outdoor spaces that have event and catering functions.

Provide a brief narrative and two (2) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience in functionality and innovative designs of rooftops or other indoor/outdoor event spaces.

d. Design of rooftop indoor/outdoor spaces that have event and catering functions.

constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience in functionality and innovative designs of rooftops or other indoor/outdoor event spaces.

3. Management and/or contracting with an overseas local Architect of Record for local code and sustainability compliance, document translation, and permitting, to include preparation of submission documents, submission process, approval management and permit issuance.

Provide a brief narrative and one (1) project example successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience with overseas local

A/E or Architect of Record for local code compliance and completion of the permitting process to obtain the building permit.

2A.1.1.B Financial Attributes:

Offerors shall demonstrate the following financial attributes/capabilities:

1. Ability to obtain full bonding for the project. This capability shall be demonstrated by providing documentation showing the firm has successfully bonded two (2) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity.

2. Ability to manage project finances. This capability shall be demonstrated by providing accounting records/documentation showing the firm has experience with accounts payable and accounts receivable balances for two (2) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity. Provide records/documentation to describe the financial management system used to manage and track project finances for labor and materials.

2A.1.1.C Organizational Attributes:

Offerors shall demonstrate the following organizational attributes/capabilities:

1. Ability to manage subcontractors and related administration. This capability shall be demonstrated by providing documented evidence showing that the firm has a program/process to manage subcontractors to perform contract requirements for two (2) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity.

2. Ability to establish foreign business operations. This capability shall be demonstrated by providing documented evidence that the firm has established business operations in a foreign country for one (1) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity. Adequate evidence may consist of, at minimum, business licenses, tax receipts, and/or other similar documentation showing in part the foreign country business address distinct from the firm’s home office address.

3. Ability to manage logistics. This capability shall be demonstrated by providing documented evidence that the firm has managed projects with complex logistics for one (1) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity. Include a narrative describing a project’s principal logistical challenges (e.g., shipping, goods and materials, equipment, lodging, travel, etc.)

4. Ability to plan work and manage work to a schedule. This capability shall be demonstrated by providing evidence that the firm has completed two (2) or more projects in the past fifteen (15) years of similar scope, compressed schedule, and complexity. Two (2) schedules should be provided with a brief narrative listing the project start and end dates along with milestone dates affecting the schedule. Schedule and data dates shall match the narrative.

Sub-factor 2A.1.2 – Preferred Attributes:

1. Prior experience partnering with American U.S. businesses to integrate and showcase emerging American technologies.

Provide a brief narrative and one (1) project examples successfully designed and constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the offerors experience and proposal for integrating

American technologies with green technology/sustainable building products and practices.

2. Building design in Europe (preference for Serbia).

constructed/installed in the past fifteen (15) years of similar scope, compressed schedule, and complexity. The Government will review the firm’s experience with building design and construction in Europe with considerations of functionality, sustainability, and seismic design.

2A.2 FACTOR 2: The Firm’s Organization and Management

3.1 Page limit: Ten (10) pages

3.2 Describe the management process and tools that the Offeror typically employs in managing a project of the type, size, schedule, and complexity of the USA Pavilion project.

3.3 Identify, by position only, how the firm typically staffs a project of the type, size, complexity of the USA Pavilion project. Show staffing for Home (headquarters and support) & Field Offices. Provide a brief list explaining the roles of each of the typical positions.

DOS will review the firm’s management processes and typical organization, considering decision-making; communication within the team; communication between the Home

(headquarters and support) and Field Offices.

3. CLOSING DEADLINE FOR SUBMISSIONS

ALL SUBMISSIONS MUST BE RECEIVED BY 2:00 P.M. EASTERN TIME ON DECEMBER 22,

2025.

ONLY ELECTRONIC SUBMISSIONS WILL BE ACCEPTED. SEND/SHARE THE ELECTRONIC

SUBMISSION TO: CO - Jennifer Leung at LeungJB@FAN.gov

REQUESTS FOR CLARIFICATIONS must be submitted in writing to: CO - Jennifer Leung at

LeungJB@FAN.gov mailto:LeungJB@FAN.gov mailto:LeungJB@FAN.gov