19JA8026Q0009 - Amend 0001 Qs-and-As.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 7

2. AMENDMENT/MODIFICATION NO.

A0001

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR15716060 / PR15719659

5. PROJECT NO.

6. ISSUED BY CODE 7. ADMINISTERED BY CODE

Procurement/Contracting Unit U.S. Embassy 1-10-5 Akasaka Minato-ku, Tokyo 107-8420 Japan

See Item 6.

8. NAME AND ADDRESS OF CONTRACTOR

9a. AMENDMENT OF SOLICITATION NO.

19JA8026Q0009

9b. DATED (SEE ITEM 11)

December 8, 2025

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ✓ ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [ ✓ ] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation, or as amended, by one of the following methods:

(a) by completing Items 8 and 15 and returning one copy of the amendment;

(b) by acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) by separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE

HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA

Not applicable.

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS;

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN

ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER:

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return one copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this amendment is to amend price proposal page of RFQ as following page 2.

Also, to provide the Questions and Answers. See the following page 3 through page 7 of this Amendment 0001.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remain unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (type or print)

16A. NAME OF CONTRACTING OFFICER

Shelly R. Kadlec

15B. NAME OF CONTRACTOR/OFFEROR

BY

(signature of person authorized to sign)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

BY

(signature of Contracting Officer)

16C. DATE SIGNED

12/17/2025

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

12/17/2025 02:41 GMT

Kadlec, Shelly (KadlecSR@state.gov)

Request for Quotations (RFQ) No. 19JA8026Q0009 Amendment 0001

This amendment reflects to remove line item (b) Domestic Transportation Cost (Estimated 10 trips) for one year, of 1.1.3 Pricing as follows:

1.1.3 Pricing

Carrying out America 250 Program Coordinator Services, in accordance with subsection 1.2 – Schedule of Supplies/Services:

(a) The firm fixed price for one year period (Award date through January 31, 2027):

Per month ________________ x 12 = __________________

(b) Domestic Transportation Cost for one year (Award date through January 31, 2027):

Estimated 10 trips per year – Estimated Total: __________________

Grand Total Price:

As result, revised pricing proposal, 1.1.3 Pricing as follows:

1.1.3 Pricing

Carrying out America 250 Program Coordinator Services, in accordance with subsection 1.2 – Schedule of Supplies/Services:

The firm fixed price for one-year period (Award date through January 31, 2027):

Per month ________________ x 12 = __________________

Grand Total Price:

Note:

Domestic travel in direct support of approved events will be reimbursed based on the government-set per diem rates established by the U.S. Department of State, available at https://allowances.state.gov/Web920/per_diem.asp .

The Government must approve all travel costs prior to the trips. Lodging per diem must not exceed the approved government rates unless an exception is requested and approved in advance.

https://allowances.state.gov/Web920/per_diem.asp

December 17, 2025

First Set of Questions and Answers

Request for Quotations No. 19JA8026Q0009

America 250 Program Coordinator Services

Question 1:

Are you requesting that we dispatch personnel with U.S. citizenship to the U.S. Embassy to plan, manage, and execute the promotion for America 250, rather than our company performing these tasks?

Answer 1:

The Embassy requires program coordination services to be delivered by a full-time coordinator provided by the Contractor. Due to the nature of the work, the coordinator will need to work on-site at the Embassy and collaborate closely with Embassy teams, including senior leadership. This is a non-personal services contract. The assigned coordinator will at all times remain an employee of the Contractor, and the Contractor is responsible for hiring, managing, and supporting them. U.S. citizenship is necessary because of security requirements the individual requires to access the systems and specific offices within the Mission.

Question 2:

Do you have a schedule of events?

Answer 2:

The Embassy maintains a draft framework of events for America250 planning. Programming will take place throughout Japan, including at the Embassy, U.S. Consulates, U.S. military bases, and various public and private venues. Events will take place throughout the year of 2026. The Mission is currently tracking approximately 60–70 events of differing scale and complexity. Due to security considerations, the draft schedule cannot be released at this time. The selected coordinator will receive access following onboarding.

Question 3:

Is there a budget that you have in mind already for this service?

Answer 3:

The Embassy has established an Independent Government Cost Estimate (IGCE) for internal planning. This figure is not publicly released. Offerors should submit their most competitive pricing based on the requirements.

Question 4:

We believe that this is MAY be more than a one-person job, can we propose a schedule of resource(s) that are a combination of in person resources as well remote working on these things?

Answer 4:

The requirement is for one full-time, dedicated coordinator physically present in Tokyo. Supplemental remote resources may be proposed, but cannot replace the full-time embedded coordinator identified in the SOW.

Embassy of the United States of America

Tokyo, Japan

Question 5:

Who, position or name, does this person(s) report to?

Answer 5:

The coordinator will receive technical direction from the Special Assistant to the U.S. Ambassador to Japan. This does not create a supervisory or employer relationship. The coordinator remains under the Contractor’s management as part of a non-personal services contract.

Question 6:

What Embassy support resources does this person(s) have, does anyone report to them?

Answer 6:

No U.S. government personnel will report to the coordinator. However, to fulfill the coordination responsibilities described in the SOW, the coordinator will provide work guidance and collaborate with Embassy teams, including U.S.

direct hire and locally employed staff. The Mission will also rely on the coordinator’s expertise to inform planning and execution of decisions related to A250 programming.

Question 7:

Will this person be issued a government email address to work from (we note that other IT is the contractor responsibility but will coordination via a state email be needed?

Answer 7:

Yes, the coordinator will receive a state.gov email address for official communication. Any additional IT equipment beyond standard Embassy systems remains the Contractor’s responsibility, in accordance with the SOW.

Question 8:

Will the money to pay for these events be distributed through Embassy Procurement or will it be transferred to the contractor company to pay out?

Answer 8:

This contract covers program coordination services only. The Contractor will not receive event funds, handle program money, or pay subcontractors on behalf of the Embassy. All event-related procurement for America250 activities will be funded and executed directly by the Embassy.

Question 9:

Will contracting of suppliers be with Embassy or with the contractor company for the events (ie, lighting, catering, etc.)?

Answer 9:

This requirement is solely for program coordination services. The Contractor will not be responsible for ordering event supplies or contracting, funding, or managing event suppliers. All event-related procurement (including, but not limited to, lighting, catering, audio/visual services, venues, and other event requirements) will be handled directly by the U.S.

government under separate contracting actions.

Question 10:

Is housing something that could be provided under the Embassy Compound to save on cost to all parties?

Answer 10:

The Government requests that the offerors provide a pricing structure (option) with and without lodging built into their proposals.

Question 11:

How is travel to and from event locations spent and reimbursed?

Answer 11:

Domestic travel in direct support of approved events will be reimbursed based on the government-set per diem rates established by the U.S. Department of State, available at https://allowances.state.gov/Web920/per_diem.asp .

The Government must approve all travel costs prior to the trips. Lodging per diem must not exceed the approved government rates unless an exception is requested and approved in advance.

(See the revised 1.1.3 Pricing above)

Question 12:

Is Domestic Travel only within Japan? Can you please share what the schedule of events is in order to understand how much domestic travel is needed?

Answer 12:

Domestic travel is expected to be within Japan only. As noted, the Mission is tracking approximately 60–70 events nationwide. Travel requirements will depend on final scheduling, which cannot be shared at this time due to security considerations. Access will be provided to the selected coordinator during onboarding.

Question 13:

How is leave/time off allocated with so many events?

Answer 13:

Leave and time-off arrangements are a matter between the Contractor (i.e., the successful offeror) and its employee, consistent with local labor laws and the Contractor’s internal policies. The Embassy supports reasonable leave within its work culture, and the coordinator will have flexibility to take reasonable periods of leave as determined by the Contractor and prevailing practice within Japan. The Contractor is responsible for ensuring continuous contract performance during any absences.

Question 14:

Is there flexibility to work remotely/from event(s) site/home and the dedicated office?

Answer 14:

The coordinator’s normal duty location will be the U.S. Embassy in Tokyo. However, due to the nature of event coordination, periodic remote work from event sites or other locations may be required to support planning and execution.

Question 15:

We do not think this is a 9-5 like most jobs so can we understand how weekends are calculated and maintained given that some workweeks will be very irregular?

Answer 15:

The coordinator may need to perform coordination tasks outside standard business hours, including weekends or holidays, depending on event schedules. Offerors should factor this into their proposal and offer and fair and reasonable pricing structure (e.g., prorated hourly amounts) within their respective offers. The Contractor is fully responsible for managing work schedules, compensation practices, and compliance with applicable labor laws.

Question 16:

Will this person(s) receive their visa/right to work through the embassy or will this need to come from the contractor company? Our preference would be that this comes through the embassy.

Answer 16:

This requirement is for program coordination services, not personal services. Accordingly, the Contractor is responsible for ensuring that the assigned coordinator meets all legal Japanese visa and work-authorization requirements.

https://allowances.state.gov/Web920/per_diem.asp

The Embassy cannot sponsor employment visas for contractor personnel.

Question 17: Logistics & Work Schedule – Attendance Frequency Regarding attendance frequency: The place of performance is listed primarily as the Embassy, but what is the anticipated frequency of telework (e.g., how many days per week)?

Answer 17:

The coordinator’s normal place of performance will be on-site at the U.S. Embassy in Tokyo. Telework is not anticipated under this requirement, except when the coordinator is in approved travel status supporting official events at other locations.

Question 18: Logistics & Work Schedule – Full-Time Requirement The RFQ specifies a “full-time” coordinator. Would a proposal for a candidate working half-days or shortened hours be considered?

Answer 18:

This requirement is for one full-time coordinator. Proposals offering part-time, reduced hours, or job-sharing arrangements will not be considered technically acceptable.

Question 19: Logistics & Work Schedule – Equipment Provision Will the Embassy provide a PC and mobile phone, or is the contractor required to provide them?

Answer 19:

The Embassy will provide standard Government-furnished IT equipment, including a computer and mobile phone, necessary to perform the duties described in the SOW.

Question 20: Logistics & Work Schedule – Holiday Schedule Will the coordinator’s work calendar follow the Embassy’s holiday schedule (observing both U.S. and Japanese holidays)?

Answer 20:

Yes. The coordinator’s work calendar will follow the U.S. Embassy Tokyo holiday schedule, which observes both U.S. and limited Japanese holidays.

Question 21: Travel Reimbursement Method Is the estimated domestic travel (10 trips per year) reimbursed based on actual expenses or paid as a fixed amount? Must accommodation costs be included?

Answer 21:

Domestic travel will be reimbursed based on actual and allowable expenses, up to applicable U.S. Department of State per diem rates. See revised 1.1.3 Pricing above and related answers above in No. 11 and 12.

Question 22: Overtime-Work Should the proposed monthly fixed price include all overtime costs associated with weekend or evening events?

Answer 22:

Offerors should include their base pricing for full-time services and may propose optional overtime hours or pricing structures to support weekend, evening, or holiday events. The Contractor remains responsible for managing work hours and labor compliance.

Question 23: Anticipated Award and Start Dates Could you provide the target dates for award and start date?

Answer 23:

The Embassy anticipates contract award no later than January 15, with a start date no later than February 1, subject to successful onboarding and access requirements.

Question 24: U.S. Government Experience Requirement Is the requirement for at least five (5) years of U.S. government experience mandatory?

Answer 24:

Yes. Due to the nature and sensitivity of the work, the requirement for a minimum of five (5) years of professional experience working directly for or with the U.S. Department of State or another U.S. government agency is a mandatory requirement. Candidates who do not meet this requirement will be deemed technically unacceptable.

Question 25: Security Clearance Must the candidate hold a security clearance at the time of proposal submission?

Answer 25:

The candidate is not required to possess a security clearance at the time of proposal submission. However, following contract award, the candidate will need to undergo any necessary background checks or access determinations as required by the Regional Security Office (RSO). The candidate should be able to obtain any required clearance or approval after the award process is complete.

Question 26: Visa Status While U.S. citizenship is required, is a Japanese work visa or SOFA status also required?

Answer 26:

The Contractor is responsible for ensuring compliance with all applicable Japanese immigration and labor laws. Any visa or work authorization requirements must be addressed by the Contractor.

Question 27: Evaluation of Past Performance If the contractor has limited past performance in Japan, will experience with similar projects in the U.S. be evaluated equally?

Answer 27:

Yes. It will be evaluated equally.

Question 28: Japanese Language Requirement Is there a minimum requirement for Japanese language proficiency?

Answer 28:

There is no minimum Japanese language proficiency requirement. English fluency is required. Japanese language ability is preferred but not mandatory.

Question 29: (Defense Base Act Insurance) Is enrollment in DBA insurance mandatory? If so, should the cost be included in the monthly fixed price, or can it be reimbursed as an actual expense?

Answer 29:

Enrollment in DBA Insurance is mandatory. The cost should be included in the monthly fixed price.

Question 30: Visa Sponsorship Support If the selected candidate resides outside Japan, will the Embassy issue a support letter for visa acquisition?

Answer 30:

This is a non-personal services contract. The Contractor is solely responsible for arranging and securing any required visas or work authorization for the assigned coordinator. The Embassy cannot sponsor or support visa applications for contractor personnel.

–End of First Set of Questions and Answers-