Q_and_A_19JA7027Q0002_F250 Reception and Fireworks.pdf

November 10, 2026

Questions and Answers

Request for Quotations (RFQ) No. 19JA7027Q0002 Freedom 250 Reception & Fireworks Event

Question 1: Decorations on the First and Second Floors of the Restaurant

- Could you please share a list of any items or equipment that the Consulate will provide for decoration purposes, such as digital signage, display panels, and signs?

- To better understand their sizes and intended placement, we would also appreciate any reference photographs, dimensions, or other relevant materials, if available.

Answer 1:

While a full set of items will be finalized, items will include:

Large step-and-repeat banner (anticipated to be used for photos with the mascot; 4.5 m tall x 3 m wide; collapsible)

Medium step-and-repeat banner (likely to be used upstairs; 2.2 m tall x 3 m wide; collapsible)

One U.S. Flag and pole

One Japanese flag and pole

One Consulate Seal for podium

Other items to be determined

Question 2: Shuttle Bus Arrangements and Operations

- At the previous event, we arranged shuttle buses for the return trip only. For this event, should we arrange shuttle buses for both the outbound and return trips?

- If so, will we also need to provide staff at the shuttle bus pickup point in Maruyama Park to assist with passenger guidance and boarding?

Sapporo, Japan

Consulate General of the United States of America

- If we need to provide staff at this location, will they also be required to check invited guests against a guest list or conduct any other form of guest verification before boarding?

Answer 2:

Shuttle bus services shall be provided for both outbound and return trips between the designated locations. The contractor shall provide staff at the shuttle bus pickup point in Maruyama Park to assist passengers with directions and boarding. Consulate staff will also be present to assist with boarding verification. Presentation of an invitation will be sufficient to verify a guest's eligibility to board; no additional form of guest verification will be required.

Question 3: Taxi Arrangements For guests arriving by taxi, are they expected to arrange their own taxis for the return trip as well?

Alternatively, will our company be responsible for arranging taxis for their departure?

Answer 3:

The contractor will not be required to arrange return taxis for guests who arrive by taxi.

Question 4: Start Time for Welcome Drink Service If welcome drink service begins immediately before the reception starts at 6:00 PM, we can include it in the catering fee of JPY 12,000 per person.

However, if the service is required to begin 30 minutes or more before the reception starts, an additional charge of JPY 1,500 per person will apply.

As this may need to be included in our quotation, could you please confirm your preferred start time for the welcome drink service?

Answer 4:

Please provide two quotations: one including the welcome drink service and one without it.

Question 5: Floor Plan Allocation & Flow The SOW outlines the main reception, food service, and stage on the 2nd floor, with interactive attractions on the 1st floor. However, during the briefing, it was noted that dining would be on the 1st floor, with attractions and the mascot on the 2nd floor. Could the government confirm the binding floor plan layout to plan AV rigging, staging, and guest flow?

Answer 5:

The floor plan in the SOW is correct. Food service will be on the second floor, while attractions and light snacks will be on the first floor.

Question 6: Catering & Beverage Structure

Since Nouvelle Pousse is pre-selected for ~150 guests, should offerors contract and pay the restaurant directly as a pass-through cost within our firm-fixed base price, or has the Consulate established a direct master billing agreement with the venue? If contractors pay directly, is there an established per-person food-and-beverage ceiling?

Answer 6:

Yes. The Consulate intends to procure a full-service contract for the entire event. Under this arrangement, Nouvelle Pousse would be the contractor's subcontractor.

Question 7: Venue Master Use Authorization & Facility Fees Does the base requirement require the contractor to pay facility rental/buyout fees directly to Nouvelle Pousse and Okurayama complex management, or does the Government's master diplomatic venue agreements cover these facility rental fees?

Answer 7:

The contractor should negotiate these fees directly with Nouvelle Pousse and Okurayama. The agreed amounts should be included in the base requirement.

Question 8: Live Musical Performance (Option 1 vs. Base SOW) & Fireworks Audio

Section 12 of the SOW lists the live band under "Option 1" to be priced separately, but briefing remarks indicated live music is expected during the reception. Should the live band remain quoted under Option 1, or be included in the base firm-fixed price? Additionally, is outdoor synchronized sound amplification required for the 20-minute fireworks display, and is that part of the base requirement?

Answer 8:

The live band should be proposed as an option, not included in the base requirement. For the fireworks display, please provide a separate price for the musical component.

Question 9: Ice Sculpture Illumination Under Section 12 (Option 4: Ice Sculpture Lighting), if the Embassy supplies the ice sculpture, is specialized architectural/uplighting quoted strictly under Option 4, or expected within the base ambient AV lighting?

Answer 9:

This should be proposed as an option. Only lighting will be required.

Question 10: 360-Degree Video Booth Hardware Can the government confirm whether the contractor must supply the complete 360 platform, camera rig, lighting, and software, or only provide operational staffing for Government-Furnished Equipment?

Answer 10:

The contractor is expected to provide the equipment and relevant support staff.

Question 11: Perimeter Security & Safety Radius Headcount Beyond USG security screening at the reception entrance, what specific security guard/usher headcount is the contractor expected to furnish for: (a) guest parking and arrival paths, and (b) maintaining the mandatory safety exclusion radius at the fireworks launch zone?

Answer 11:

Please include your proposed staffing arrangements in your proposal.

Question 12: Minimum Commercial Liability Insurance Limits What specific monetary coverage limits are required for Commercial General Liability and Pyrotechnic Operations insurance, and must the U.S. Government / Department of State be named as an Additional Insured on the certificate?

Answer 12:

Please use industry standards for fireworks displays.

Question 13: Fireworks Specifications & Caliber Parameters Does the Consulate have a designated caliber limit or target shell count for the 20-minute display, or should offerors propose technical pyrotechnic configurations that comply with Okurayama's safety arcs and Fire Department clearance zones?

Answer 13:

The anticipated number is 850 to 1,000 shells. Please ensure that the proposed display complies with the site's applicable safety and security requirements.

Question 14: Inclement Weather & Pyrotechnic Cancellation Schedule Given the fixed date and winter conditions, will the Government accept the following standard pyrotechnic cancellation schedule under the firm-fixed-price structure: Cancellation 15+ days prior:

100% refund of uncommitted execution costs. - Cancellation 15 days to 7 days prior: 50% charge to cover materials preparation and municipal filings. - Cancellation under 7 days, on event day, or ordered on-site by Fire/Police authorities due to severe weather after staging: 100% payable, as ordnance cannot be restocked or returned once blended and deployed.

Answer 14:

Please include your proposed cancellation policy in your quotation.

Question 15: Okurayama Venue Hold Status & Contact Liaison Since the Government selected Nouvelle Pousse and the Okurayama grounds, we assume the Consulate has already secured facility holds for setup on February 4, the event on February 5, and cleanup access on February 6. Could the government confirm the booking status and share the venue liaison's contact information so our technical and fireworks teams may coordinate access?

Answer 15:

The Consulate has an understanding with Nouvelle Pousse that the venue will be reserved for February 5.

Question 16: Shuttle Bus Transit & Snow Clearing What is the designated pickup/drop-off location in Sapporo for the 50–70 guest shuttles? Also, who is responsible for snow clearance along the Okurayama private access road and parking lots on event day?

Answer 16:

Maruyama Koen Station will be the designated pickup and drop-off location. Snow removal arrangements can be discussed directly with Okurayama.

Question 17: Mascot Performer Requirements Will the Government provide the mascot performer, or must the contractor provide the actor? If the contractor must cast the performer, what are the costume's height/size parameters and required shift intervals?

Answer 17:

The Consulate will provide the costume. Please arrange for a performer in accordance with industry standards. The costume is approximately 5 feet tall.

Question 18: Guest Image Rights Release Will the government include a media recording notice and consent statement in the formal invitation/RSVP, or must the contractor manage on-site opt-out identification for guests who decline to be filmed?

Answer 18:

It is understood that the event will be photographed.

Question 19: Venue Electrical Infrastructure & Generator Requirements Does the venue's electrical capacity accommodate simultaneous indoor AV, 360 booth, and outdoor lighting/heating loads, or must the contractor furnish auxiliary cold-weather mobile generators?

Answer 19:

Please direct this question to Okurayama.

Question 20: Outdoor VIP Viewing Area Infrastructure Does the 15-guest VIP outdoor fireworks viewing area require contractor-furnished radiant patio heaters, anti-slip snow matting, and blankets, or will existing facility infrastructure be utilized?

Answer 20:

Please include the requested arrangements in your proposal in accordance with the SOW.

Question 21: Budget Please submit in accordance with the RFQ.

Answer 21:

The budget ceiling will not be disclosed.

Question 22: Capacity Please provide dimensioned plans for both floors, approved standing occupancy for 150 on floor 2, exits, lifts, restrooms, kitchen/service areas, furniture and power inventory.

Answer 22:

Please contact Okurayama/Nouvelle Pousse for this information.

Question 23: Fireworks Feasibility What launch and viewing locations are authorized in principle? Please provide site boundaries, landowner consent status, access limits and any prior authority consultations.

Answer 23:

Please contact Okurayama/Nouvelle Pousse for this information.

Question 24: Japan Experience May the named Japanese fireworks subcontractor’s experience, credentials and local regulatory record satisfy the Japanese fireworks qualification when the U.S. prime provides international event experience?

Answer 24:

Yes.

Question 25: Shuttle Conflict Should the priced shuttle transport 50-70 guests plus USG staff (§13), or all 150 (§17)? Are staff included in rider count, and is accessible capacity required?

Answer 25:

U.S. Government staff are not included in the passenger count.

Question 26: Weather / Cancellation If fireworks are canceled but reception proceeds, what payment/deduction applies? Who makes the final decision, by when, and which committed costs will be recognized?

Answer 26:

Please include your proposed cancellation policy in your quotation.

Question 27: Site Visits When is the venue site inspection? Can a local subcontractor attend for the prime, and can bidders join the November 5 conference remotely?

Answer 27:

The pre-quotation conference has already taken place and was not recorded.

Question 28: Fireworks Content Is there a required minimum shell count, intensity, finale, height, synchronization or music component beyond 20 minutes and feasible red-white-blue?

Answer 28:

The anticipated number is 850 to 1,000 shells.

Question 29: Festival Is this an officially affiliated Snow Festival event? Which committee permissions, traffic restrictions, fees or neighborhood obligations have already been identified?

Answer 29:

This is not an official Sapporo Snow Festival event. Any required permissions and neighborhood notifications should be handled through the usual channels.

Question 30: Outdoor Scope Must all 150 guests have seats? Confirm covered/heated capacity, tent requirement, accessibility and approved contingency viewing arrangements.

Answer 30:

Please include your proposed arrangements in accordance with the SOW.

Question 31: Winter Operations Who clears snow and treats ice on launch, viewing, parking and shuttle routes? What standby and post-event/daylight cleanup is expected?

Answer 31:

Please follow the requirements set forth in the SOW.

Question 32: Transition Timing May reception programming/service end early enough for coat collection and outdoor seating before the fixed 20:00 fireworks start?

Answer 32:

Yes.

Question 33: Transport Operations Confirm station pickup/holding area, number of runs, bus staging, 17:45-18:00 arrival constraint, return schedule and late-arrival plan.

Answer 33:

Maruyama Koen Subway Station.

Question 34: VIPs / Rooms How many VIP vehicles/security vehicles, parking passes and occupants? Where are the three types of green/holding rooms and what furnishings/hospitality are required?

Answer 34:

The number of VIP vehicles has not yet been determined. A green room should be available for each of the following: Government VIPs, staff, and contractors.

Question 35: Security / Medical Please define contractor access-control support and medical/fire-watch requirements, while confirming USG screening/check-in and VIP security are Government-provided.

Answer 35:

Please submit your proposal in accordance with the SOW.

Question 36: Insurance Please specify limits, pyrotechnic coverage, additional-insured wording and Japanese insurer requirements. Confirm overseas worker compensation / war-hazard coverage under FAR 52.228-4, any waiver and premiums.

Answer 36 Please follow industry standards for these events.

Question 37: Consumption Tax How should a U.S. prime document the exemption through Japanese suppliers? Are nonrecoverable supplier taxes treated differently?

Answer 37:

Please submit your proposal in accordance with the RFQ.

Question 38: Photo Deadline Conflict Does same-night delivery mean all images or selected press images? Confirm the final edited photo set due within five business days.

Answer 38:

Question 39: Video Specifications Since this is fixed firm price, Please state number, duration, aspect ratios, resolution, camera coverage, revisions, bilingual caption workflow and review turnaround for day-2 draft/day-4 final.

Answer 39:

Question 40: Food / Donated Drinks Confirm American menu expectations, service format, 48-hour guarantee, dietary deadlines, alcohol quantities, donated beverage corkage and staff meals.

Answer 40:

Please confirm this information with Nouvelle Pousse.

Question 41: 360 booth Confirm operating hours, expected throughput, sharing method, branding, consent/privacy, internet availability and whether a local trained crew may operate shipped equipment.

Answer 41:

The 360-degree video booth will operate only during the reception.

Question 42: Option 5 Attractions Are the two optional experiences additional to the mandatory mascot and 360 booth? Should each have its own price and a combined option total?

Answer 42:

Please provide a separate price for each optional experience.

Question 43: Band Options

Are options 1 and 2 alternatives? Provide set lengths and USG group rider, and confirm which incremental sound costs belong in each option.

Answer 43:

Options 1 and 2 are optional and are not part of the base requirement.

Question 44: Ski Exhibition Who secures athlete, sanction/permission, hill preparation and medical coverage? What happens to option charges if weather cancels the jump?

Answer 44:

Please propose this option only if you can provide it safely.

Question 45: Submission Format Confirm page limits, file naming, permitted formats, reference count and whether subcontractor letters of commitment / permit feasibility letters should accompany Volume 4.

Answer 45:

Please refer to the RFQ for details.

Question 46: Venue Access Confirm load-in/out days/hours, vehicle access, freight/elevator limits, noise limits, overtime, storage and next-day restoration access.

Answer 46:

Please confirm this information with Okurayama.

Question 47: Branding / Rights When will approved assets arrive? Confirm music clearance, booth content use, image consent and rights needed for unrestricted USG media use.

Answer 47:

Please refer to the response to Question 18. In general, Government-furnished items should be picked up during the week of the event and returned as soon as practicable.

Question 48: Government Property Provide inventory, pickup/return dates, custody process and loss/damage responsibilities for costume, backdrop and ceremonial materials.

Answer 48:

Please refer to the response to Question 1. In general, Government-furnished items should be picked up during the week of the event and returned as soon as practicable.

Question 49: Debris Acceptance If snow prevents immediate final debris recovery, is a subsequent inspection/removal visit required and how is completion/payment determined?

Answer 49:

This will need to be coordinated with Okurayama.

Question 50: Emcee Does the consulate have a master of ceremonies it prefers to use? Should it be a local celebrity or personality or one that is flown in from the States?

Answer 50:

Please include an emcee in your proposal. The emcee does not need to be brought from the United States.

- End of Q & A -