Questions and Answers - F250 Event.pdf
PDF 145 KB Posted
- Solicitation number
- 19FJ6026Q0005
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for a U.S. Embassy Suva federal contract solicitation regarding event planning and production services for a Freedom 250 event.
The solicitation is for a single-day event in September 2026 in Suva, Fiji, with performance concluding by October 30, 2026. The Embassy has not identified a preferred date or restricted venues, requiring vendors to provide venue quotes. The event is anticipated to accommodate approximately 5,000 persons. The applicable NAICS code is 561920 (Convention and Trade Show Organizers). Any quotes involving locally purchased items or services must include a separate 12.5% Fiji VAT line item where applicable; the pricing section provided is a sample template that vendors may modify. A DBA waiver is applicable in Fiji, eliminating Defense Base Act insurance requirements. Once an award is issued, funds will be obligated on the contract covering all performance activities including October closeout. The pricing layout is flexible, and vendors may propose options, though a one-day event is preferred. The social media promotional campaign must be coordinated with the Public Diplomacy Section and use only Facebook, Instagram, and Twitter; drone photography is prohibited. Government-furnished content and equipment details will be provided post-award. No site visit or pre-quotation conference was scheduled; vendors requiring one should contact suvaprocurement@state.gov. Extension requests should be directed to that email address during the week of July 13, 2026, as the Government could not grant an extension at the time of this Q&A issuance.
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| File | Type | Posted |
|---|---|---|
| SS-Services_CI_F250 Fair.pdf |
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Questions and Answers:
1. Event date and venue Please advise whether the Embassy has identified the preferred Saturday in September 2026 and any backup date. Please also confirm whether there are preferred, pre-approved or restricted venues in Suva, and whether the Embassy will provide any preliminary venue information, layout requirements or Government-furnished materials.
Answer: No preferred date in September. No restricted venues. Vendor to give quote on venue.
2. VAT and local taxes The pricing section states that VAT should be shown as a separate line item.
However, the section identifying the portions of the requirement subject to VAT appears to be blank. Please confirm:
a. Which services and cost elements should be treated as subject to Fiji VAT
b. The VAT rate that offerors should use
c. Whether the U.S. Embassy will provide any VAT-exemption, zero-rating or tax-relief documentation
d. Whether VAT charged by a Fiji subcontractor to a U.S.-registered Prime
Contractor should be included in the separate VAT line
e. Whether any other Fiji taxes, levies or duties should be included or excluded
f. Whether the withholding under 26 U.S.C. 5000C is inapplicable where the
Prime Contractor is a U.S. domestic corporation
Answer: Any quote with locally purchased item [supply or service] would have a 12.5% VAT line where applicable. Pricing section is a sample. Feel free to submit what further information you would like to add.
3. Insurance
Please confirm the minimum required limit for public-liability insurance and whether the U.S. Government or U.S. Embassy must be named as an additional insured. The solicitation also incorporates FAR 52.228-3 concerning Defense Base Act insurance. Please confirm whether a DBA waiver is applicable in Fiji and, if not, how the DBA premium should be presented in the pricing and what evidence is required at quotation stage.
Answer: DBA waiver applicable in Fiji.
4. Funding after 30 September 2026 The performance period ends on 30 October 2026, while FAR 52.232-19 states that funds are not presently available for performance beyond 30 September. Please confirm whether funding is expected to be made available for the October reporting and closeout activities, and whether written notice will be issued before the contractor incurs costs after 30 September.
Answer: Once an award is issued, funds will be obligated on the award.
5. Option clauses The solicitation incorporates FAR 52.217-8 and FAR 52.217-9, but the pricing section does not contain a separate option scope or option-pricing schedule. Please confirm whether these clauses apply to this one-time event.
If they apply, please provide the anticipated option services, quantities and pricing instructions.
Answer: Pricing layout is a sample. Feel free to add an option. However, a one-day event is preferred.
6. Social media, photography and drone use Please confirm which social-media platforms may be used for the campaign, taking into account the ByteDance prohibition. Please also advise whether aerial or drone photography is expected or permitted. If permitted, please confirm the approval process and applicable equipment restrictions.
Answer: The social media promotional campaign will be conducted in coordination with the Public Diplomacy Section (PDS) and must adhere to all U.S. government regulations.
For our social media, its Facebook, Instagram, and Twitter. And correct we do not have a TikTok account.
No, we will not allow the use of drones.
7. Government-furnished content and equipment Please confirm what Freedom 250 branding files, historical content, exhibit materials, games, Embassy personnel, booth materials or other Government-furnished property will be provided by the Public Diplomacy Section.
Answer: This information will be given to the vendor awarded the contract.
8. Site visit or pre-quotation conference We could not identify a scheduled site visit or pre-quotation conference.
Please confirm whether one will be held before quotation submission.
Answer: One was not scheduled. We left vendors to come up with their own creative ideas inline with the SOW. If you think you need one, please send an email to suvaprocurement@state.gov
9. Procurement classification Please confirm the applicable NAICS or industry classification for this event-planning and production requirement, as the classification appearing in the public notice does not appear to correspond directly with the primary event-management scope.
Answer: Allowed to use
561920 Convention and Trade Show Organizers
10. Request for extension Considering the need to identify and secure a suitable 5,000-person venue, obtain quotations from multiple local suppliers, confirm artists and technical resources, arrange insurance and determine the correct tax treatment, we respectfully request that the quotation deadline be extended from 20 July 2026 to 27 July 2026 at 12:00 noon Fiji local time. If an extension to that date is not possible, we would appreciate the maximum extension the Government can allow.
Answer: We cannot issue an extension at this time. Please reach out to suvaprocurement@state.gov the week of July 13th should you still need an extension.
mailto:suvaprocurement@state.gov mailto:suvaprocurement@state.gov
File details come from the government source that posted it. Updated .