19BE2026Q0004 - Question and Answer Form.pdf

Nbr. Q&As Q01 What is the indoor timing plan?

A01 Indoor activities will be around 90 minutes, in the afternoon/early evening Q02 Is there a difference between VVIPs and VIPs?

A02 We anticipate a small number of VVIPs that would require security coordination and potentially hold space. This could include the King and/or the Prime Minister Q03 Are there any activities planned outside?

A03 The larger portion of the event will be held outdoors at Parc du Cinquantenaire Q04 Where will catering be located?

A04 Catering is currently planned upstairs in Autoworld for the VIP event and food trucks or other food options (including in kind) are needed for the outdoor space Q05 What catering companies can be involved?

A05 Four companies are pre approved to work with Autoworld but others may be approved by

Autoworld upon submission. Outdoors there are no constraints on caterers.

Q06 Who is responsible for audio arrangements?

A06 The production company will have to work with the exclusive partner of Autoworld for the

VIP section. Outdoor the production company is also responsible for audio arrangements

Q07 Is AV available at Autoworld?

A07 The production company will have to work with GSP2, the exclusive partner of Autoworld.

Q08 Who is responsible for hangings from the ceiling?

A08 in Autoworld, all hanging decor needs to be coordinated with the exclusive partner. Outside the production company is responsible any hanging décor and may need to coordinate with the local authorities and/or building authorities.

Q09 Are rooms required for volunteers and security?

A09 Required spaces include an operations center, guest cloakroom (VIP section), volunteer break area, Ambassador break room, security, talent green room and other necessary spaces identified during the event planning.

Q10 Where will VIPs enter or be located?

A10 This will be dependent on the security plan and guest flow you will propose Q11 What is the duration of the outdoor program?

A11 The outdoor program will is estimated to be 4 to 6 hours.

QUESTION & ANSWER FORM

Solicitation Number: 19BE2026Q0004 Project: July 4th, 2026 - Event production services Questions submission deadline: Feb. 12th 2026

Q12 What time will the event start?

A12 The event will start in the afternoon.

Q13 Who are considered volunteers?

A13 Volunteers are U.S. staff designated under that title to support the event Q14 Who manages the press, and is press coverage required?

A14 Press will be handle in coordination with the Tri Mission Public Diplomacy section Q15 Who is responsible for obtaining permits?

A15 Vendors bidding are responsible for securing all required permits.

Q16 How many days are reserved for outdoor use?

A16 Bruxelles Environnement has placed a hold from June 25 to June 30 but may be subject to change once the company take care of the permit Q17 Are there any rules regarding in-kind contributions? Can we source in kind donation ?

A17 In kind sourced by the vendor must be approved by the Tri Mission. Additionally the Tri

Mission is soliciting some in kind (products, services or experiences) donations from companies with whom the production company will need to coordinate.

Q18 What is the noise cut-off time?

A18 This is dependent on the permit the production company will obtain Q19 What is the plan regarding the War Museum?

A19 The War Museum is reserved on the day of the event and usage will be dependent on the budget.

Q20 Can the arches be used?

A20 This requires additional approval from Autoworld and the War Museum. If planned in the project proposal, costs to cover the rental should be included.

Q21 Will there be bands performing, and must they be American?

A21 A U.S. military band and a U.S. headline artist are planned. Proposals for opening acts are welcome, may be Belgian or American.

Q22 What type of background entertainment is planned?

A22 Outside we would be interested in creative ideas to maintain energy between performances.

Inside we will have a U.S. military quartet and would like ideas for background music.

Q23 What is planned for Area C?

A23 Area C is reserved by another organization for an event Q24 Is the main artist confirmed, and who covers the rider/buyout (Embassy or contractor)?

A24 This has not yet been confirmed.

Q25 What locations are confirmed for the event?

A25 Autoworld is confirmed.

The War Museum is reserved on the day of the event and usage will be dependent on the budget.

Cinquantenaire (Zone A and B) is tentatively booked, the local authorities are waiting for the event company to submit the final permit.

Q26 What dates have been communicated to local authorities for the Cinquantenaire permit?

A26 Bruxelles Environnement has placed a hold from June 25 to June 30. Dates remain open to adjustment following discussions between Bruxelles Environnement, the Embassy and the event company on timelines for setup

Q27 Can we propose using the C side of the park instead of A and B if the city approves?

A27 A proposal can be suggested; however, it would depend on local authorities approval and related permit adjustments. No cost on behalf of the Tri Mission to secure C side.

Q28 What is the overall planning of the event, and must a detailed schedule (speeches, concert, show) be included in the proposal?

A28 A detailed schedule has not yet been confirmed but a timeline suggestion would likely strengthen the strategic plan proposal based on timeline given in A01 and A11 Q29 Can we submit a strategic vision or concept plan for the event?

A29 Yes, please review page 37 - volume 2 on requirements for submitting a quote Q30 VAT / Ceiling Interpretation (Net vs. Gross): VAT (21%) is required to be included in line item pricing. For evaluation and ceiling purposes, should the €800,000 maximum amount be treated as the VAT-inclusive total invoiced amount (gross), and is the Mission evaluating proposals based on a net-of-VAT scope expectation?

A30 The €800,000 maximum is inclusive of VAT as this procurement is subject to VAT Q31 Baseline Scope vs. Enhancements (Net Reality): Given the VAT-inclusive ceiling and the scale described in the RFQ (flagship, high-impact, multi-venue), should offerors propose a fully compliant baseline event under Standard Event Services within the ceiling, with premium enhancements treated as optional and exercised only at the Mission’s discretion?

A31 That is correct Q32 Donor / Sponsorship Responsibility: Is the Contractor expected to (a) coordinate donor/in-kind contributions already identified by the U.S. Mission, or (b) actively source, solicit, and secure corporate donors and/or in-kind contributions as part of the Contractor’s scope?

A32 (a) That is correct

(b) Solicitation of in kind donations is welcomed with Tri Mission approval. Only the Tri Mission can solicit monitary donations.

Q33 Prime Coordination on Donated Scope: If in-kind donations or sponsor-funded services replace part of a CLIN, how should the Contractor account for Prime coordination/management costs (Prime fee plus VAT) for those donated components?

A33 This is reflected in Attachment A with a breakdown of Materials, labor and overhead from the Event company

Q34 (a) Premium Enhancements and Historical In-Kind Replacements: Must Additional Event Services (e.g., fireworks, drone show, video mapping, expanded LED, architectural lighting) be delivered within the €800,000 ceiling, or does the Mission anticipate funding some of these through separate mechanisms (donor/in-kind contributions and/or direct contracts)?

(b) If donor/in-kind contributions are anticipated, can the Mission provide a list of historically donated or sponsor-funded services (including estimated values)?

(c) If not available, should offerors assume no in-kind replacements when pricing the baseline?

A34 (a) The Mission may fund some of these through separate mechanisms.

(b) The Tri Mission will only provide the list of donors with the contracted Event company to work on management of inkinds.

(c) Correct assume no in kind donations in your proposal

Q35 Security Coverage Clarification: Is the Contractor expected to directly provide and manage all security staffing and stewards for Parc du Cinquantenaire, Autoworld Museum, and the War Museum, or will any portion of security coverage be provided by venue staff and/or Belgian authorities?

A35 Event company will directly provide and manage all security staffing and stewards. All security needs to be coordinated and approved with Tri Mission security office.

Q36 Broadcast / Video Scope Clarification: The Standard Event Services include “large outdoor video screen(s) and live broadcast capability.” Does this requirement refer only to on-site camera feed to screens, or does it require public livestreaming or broadcast-level production?

A36 Tri Mission is interested in making the video feed available to the public in real time Q37 Volume 1, Pricing Sections (page 37)Volume 1 indicates under item (a) that Section I, Pricing must be completed, and under item (b) that Section 2, Pricing must also be completed.Could you please clarify whether this refers to completing the pricing table shown on page 5 in addition to submitting the completed Price Proposal Breakdown (Attachment A), or if Attachment A alone is sufficient to meet this requirement?

A37 Yes section I, pricing (page 5) must be complete in addition to Attachment A that has a breakdown of pricing

Q38 Technical Capability & Strategic Plan (page 38)Under point (e), the solicitation references the submission of “a completed Attachment 4 – Information Regarding Contractor’s Recruitment of Third Country Nationals (TCNs).”However, this attachment does not appear to be included in the solicitation documentation provided.Could you please confirm whether Attachment 4 will be issued separately, or whether offerors should provide a written statement confirming that no Third Country Nationals will be recruited or employed under this contract?

A38 Attached to the RFQ update on SAM Q39 Provide evidence of a functioning document security plan to demonstrate how Offeror will ensure safe handling and storage of the U.S. Government’s Personal Identification Information (PII). Could you please clarify what is expected under this provision and what type of evidence should be submitted?

A39 You need to explain how you store data and what do you use to protect it

Q40 (a) Event Visual Identity, Programming & Communications (pages 9–10) Under item “Develop and coordinate a press and media plan, including materials and logistics,” could you please provide additional clarification on the scope of services expected from the event agency?

(b) Specifically, could you confirm whether this includes tasks such as media identification, press outreach, invitation management, press accreditation, media liaison on-site, or press material production, or if these activities are to be limited to coordination support only?

A40 The production company is in charge of media identification, press outreach, invitation management, press accreditation, media liaison on-site, or press material production in coordination with the Tri Mission Public Diplomacy section

Q41 Public Access and Perimeter Control (Outdoor Event – Cinquantenaire) Could you please clarify whether the outdoor event at Parc du Cinquantenaire is intended to be a fully closed, invitation-only event, or whether a portion of the estimated 5,000 attendees may consist of members of the general public with open access? This clarification will assist in properly defining crowd flow, access control measures, security zoning, and whether a fully enclosed perimeter with controlled entry points is required.

A41 This will be a fully private event, on invitation only Q42 Live Broadcast and Recording (Outdoor Event)Under the requirement to “coordinate live broadcast and recording of the main outdoor event,” could you please clarify whether this refers solely to on-site live relay (e.g., image feed to public screens within the event area), or whether a live external broadcast/streaming to an online platform, website, or media outlet is expected? Additionally, if external streaming is anticipated, could you please confirm the required technical scope (e.g., platform hosting, signal transmission, recording format, post-production deliverables)?

A42 Tri Mission is interested in making the video feed available to the public in real time Q43 Target audience - What is the expected composition of attendees (e.g., local Brussels-based guests, Belgian nationals, EU institutional representatives, U.S. expatriates, military families, international visitors)?Do you anticipate that any audience segments will be travelling specifically to attend this event?Understanding the audience’s origin, level of engagement, and travel commitment will help us calibrate the guest journey appropriately, including programming depth hospitality elements, and overall experience design.

A43 Attendees will be composed of local Brussels-based guests, Belgian nationals, EU institutional representatives, U.S. expatriates, military families, international visitors. We anticipate the majority will come from the Brussels Region area.

Q44 Section 2.4 Total Estimated Costs (page 6)Page 6 states that “The amount of all orders shall not exceed €800,000.00. This reflects the contract maximum for this period of performance.”Could you please confirm whether this means that the combined value of Section 2.2 (Standard Event Services) and Section 2.3 (Additional Event Services) shall not exceed a total maximum amount of €800,000.00?Additionally, could you please confirm whether the 21% VAT is to be considered in addition to this €800,000.00 ceiling, or whether the ceiling amount is VAT-inclusive?

A44 Typo corrected for all orders and maximum value. 21% is included in all orders Q45 Price Proposal Breakdown (Attachment A)Attachment A includes separate cost categories for

Labor and Overhead. Given that a significant portion of event coordination is typically driven by project management and event management activities, could you please clarify whether event management coordination and project management coordination costs should be classified under Labor or Overhead, based on the definitions provided?

A45 Overhead will include all project management and event management costs for the event company

Q46 Distinction between CLIN 003 (Production) and CLIN 1008 (Bar Services) CLIN 003 (Production) includes the deliverable “Set up bars and beverage stations respecting local regulations,” while CLIN 1008 (Bar Services) includes “Bar infrastructure, alcohol service management, staffing, and POS systems.” Could you please clarify the intended distinction between these two CLINs, specifically which bar-related elements are expected to be included under CLIN 003 versus those to be priced exclusively under CLIN 1008, in order to avoid overlap or double-counting in the price proposal?

A46 CLIN 003 : Inside, bar setup is required for 1000 people for a tight footprint. Outside, bar(s) setup is required for approx. 5000 people in Zone A and B of Parc du Cinquantenaire CLIN 1008 requires cost estimate for additional bar(s) if required.

Q47 Are the past performances all required to have taken place at the Cinquantenaire? Or may they be of similar size and scope at other venues?

A47 Relevant past performance at the location is required to ensure knowledge of location, restrictions and all permiting with local authorities

Q48 POS system - are these promotional items to sell ? Do you have more info on the products ?

Or what do we need to understand under POs systems related to bars ? System to coordinate the selling of drinks & food ?

A48 We do not anticipate on selling promotional items. We welcome recommendations and how to handle food and beverages. We anticipate some food and drink will be free through in kind donations while other food and drinks may be sold (in Zone A and B, not the VIP section in Autoworld).

Q49 Sponsoring & Activities - what do we have to understand under CLIN ?

A49 Update to the scope has been done to clarify the activities and relation to sponsors

Q50 Invitations - only digital or do we also have to foresee a paper invitation as well ? If so, do you have the number of invitees ?

Are these sent by the Embassy ?

A50 No paper invitations. The invitations will be sent by the Production company digitally and monitored to include RSVP tracking. The Tri Mission will provide email address' for all invitations. Number of invitation will be at least 15 000.

Q51 Main artist - Event if not confirmed yet, could you communicate the name of the main artist you are under negotiation ?

A51 The name will be provided when the artist is confirmed.

Q52 Press - do we have to foresee a dedicated program for the press ?

A52 The Tri Mission is eager to have press coverage of the event and welcomes ideas from the

Production company.

Q53 Brass bands - do you already have additional info about the bands you mentioned (how many bands, how many musicians per band, ...) ?

A53 Not at this time.

Q54 Fly-over - is it confirmed ? If yes how many planes ? all fighter jets ? at what time ?

A54 To be confirmed.