19JA8026Q0015 - Amend 0002 - Qs and As - CO signed.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 1

2. AMENDMENT/MODIFICATION NO.

A0002

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR157802595 / PR15813884

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.

19JA8026Q0015

9b. DATED (SEE ITEM 11)

February 17, 2026 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

Request for Quotations number 19JA8026Q0015 is hereby amended to revise Section 1. Statement of Work and Section 3.

Solicitation Provisions as per the following page 2 of this amendment 0002.

Also, the purpose of this amendment is to provide Questions and Answers. See the following page 3 through 8 of this

Amendment 0002.

This amendment is effective as of the date of the Contracting Officer's signature.

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

3/6/2026

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

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

03/06/2026 04:10 GMT

Kadlec, Shelly (KadlecSR@state.gov)

RFQ No. 19JA8026Q0015

Amendment 0002

Amended to revised RFQ, Section 1. and Section 3. as follows:

Section 1. (Page 6 of RFQ)

The following paragraph removed from Subsection 1.2.1, (a):

All items produced under this SOW must match previously approved designs, specifications, branding, and quality standards already in use by the Mission Japan.

The following paragraph removed from Subsection 1.2.1, (c):

No substitutions, design deviations, or branding changes are permitted without written approval from the U.S. Mission Japan.

Section 3. (Page 40 of RFQ)

Quotation must be received no later than 12:00 noon, Friday, March 13, 2026 (Japan Standard Time) via email shown below. (Not via Postal Mail)

No quotations will be accepted after this date/time.

Point of Contact: Masao Chuma – Procurement Agent

Email: ChumaMX@state.gov

Subject: RFQ 19JA8026Q0015

Office Telephone: +81-3-3224-5752

Mobile: +81-90-1110-9306

-Continued to Qs & As-mailto:ChumaMX@state.gov

March 6, 2026

First Set of Questions and Answers

Request for Quotations No. 19JA8026Q0015

America250 Promotional Items

Questions Answers

1 Cap – Please confirm the required cap style (e.g., 6-panel baseball cap, structured or unstructured, closure type, material).

Do you have a sample photo of this cap/ or do you have the item no? Is this a baseball cap?

What kind of backing do you need for this cap: adjustable snap or buckle?

Do you prefer the logos to be embroidered directly on the cap or will embroidered patches, embroidered onto the caps be accepted?

Standard baseball cap. Buckle closure. Structured.

No sample photos are available. Please draft your own original design or image using embassy A250 logo.

2 Baseball + Stand Set – Do you have a sample photo or the item no?

No sample photos are available.

Embassy of the United States of America

Tokyo, Japan

3 Paper Fan – Do you have a sample photo or the item no?

Will you be providing the American iconic images?

What American Icon graphics will be provided for the paper fan?

Are you referencing the America250 logo as the ‘iconic’ image or will you be providing those images?

No sample photos are available. Please draft your own original design or image using embassy A250 logo and another option with iconic American images.

4 Tote Bag – Please confirm material type/weight and overall dimensions.

Do you have a sample photo or the item no?

What is the size of the tote bag?

Will it be a canvas, cotton tote bag?

Original design (what is the original design)

Do you have a specific size in mind?

Material is denim. Approximately measures 12x20 inches.

Similar to canvas style tote bag but with denim material.

5 Whiskey Glass – Please confirm glass capacity (oz) and required box type (custom printed, plain carton, etc.).

Do you have a sample photo or the item no?

How many oz: 10 oz, 11 oz, 12 oz

Original design (what is the original design)

12-ounce capacity.

6 Happi Coat – Do you have a sample photo or the item no?

What color will the happi coat be?

Please confirm you are referring to a total dye sublimation

Happi Coat option here

For the Happi Coat, how many print placements are required (front, back, sleeves, etc.).

No sample photos are available. Please draft your own original design or image using embassy A250 logo. Print placements on back, front and sleeves.

7 Pen, Premium – Do you have a sample photo or the item no?

Since this is premium, what is your price range?

Do you have a brand or budget in mind for the Premium pen?

Pen, Standard – Do you have a sample photo or the item no?

No sample photos are available.

There’s no price range that has been set.

**Pens (Premium and Standard)** – Please clarify material specifications (metal vs. plastic), mechanism

(twist/click), and any key distinctions between premium and standard versions.

8 **Notebooks (Premium and Standard)** – Please confirm dimensions and approximate page count + cover material requirements for each version.

Notebook, Premium

Do you have a sample photo or the item no?

Since this is premium, what is your price range?

What is the size?

Will the cover be hard bound, leather bound?

Original design (what is the original design)

Do you have a budget in mind for this? Do you prefer spiral? Hard or Soft cover? Size?

Notebook, Standard

Do you have a sample photo or the item no?

What is the size?

Will it be spiral or bound?

Do you have a size in mind?

No sample photos are available. Please your own draft original design or image using embassy A250 logo. Size of the notebooks can be like 5.8 x 8.3 inches (A5), but also, it could be up to your proposals. There’s no price range that has been set for both premium and standard.

Hard cover is preferable for Premium type, and soft cover for

Standard type. Also, spiral binding would not be preferred.

9 **Pre-Production Samples** – Please confirm whether physical pre-production samples are required for each task order prior to mass production.

Yes.

10 Lastly, if you could provide any product reference photos for the requested items that would be great.

No photos are available.

11 The America 250 logo is a licensed logo. We are not an official licensed America 250 vendor and I believe

The America 250 logo is used pursuant to federal authorization in support of the congressionally established U.S.

Semiquincentennial Commission. As part of the U.S.

majority of those who submit their bid response are also not licensed vendors.

Whoever wins this bid (if they are not a licensed vendor), will you confirm reproduction permission from the

America250 Commission?

government, the U.S. Embassy is authorized to use the America

250 branding in support of official programming.

Upon award, the selected contractor is authorized to reproduce the America 250 logo strictly as necessary to fulfill the requirements of this contract with the federal government. This authorization flows from the contract itself and is limited solely to performance of this U.S. government requirement; it does not constitute a commercial license or permission for independent use, resale, or marketing.

All approved artwork files and any applicable brand guidance will be provided by the Embassy. The logo must be reproduced without alteration and only for the quantities and items ordered under this RFQ.

12 Will you be awarding this RFQ per line item or grand total?

Grand Total. One IDIQ Contract. Task Orders to be issued to one Contractor.

13 Will you be providing to the winning vendor the schedule when to place the individual task orders?

Yes, we will provide the schedule for preparing the first task order.

14 Will you post the questions you received and your answers in SAM.gov?

Yes, we will consolidate all questions, then issue and publish

Q&A document on SAM.gov as an amendment of RFQ.

15 Mission logo (flag with letters) to be printed on:

pens standard notebook

16 We are a US based company who has provided millions of dollars of promotional items to the US government over the past few years.

No, not required the business in Japan. However, delivery location for all items shall be in Tokyo, Japan as the U.S.

Embassy Tokyo.

Does the supplying vendor for the above-referenced solicitation require the business to be in Japan?

17 Under the SOW, page 8, Section A (Background), it states that “All items produced under this SOW must match previously approved designs, specifications, branding, and quality standards already in use by the Mission Japan.”

Additionally, Section C (Scope of Work) notes that “No substitutions, design deviations, or branding changes are permitted without written approval.”

To ensure that we provide an accurate quotation, could you please share the detailed specifications for each item?

For example, Item 4 (Tote Bag) has six available size options. Kindly confirm the specific size required.

This amendment stated to remove the paragraph described in this question.

As a part of technical evaluation materials, quoter must submit own designs or images of the items.

18 Could you please confirm whether partial invoicing is permitted upon receipt of a duly authorized task order and partial delivery/acceptance under RFQ 19JA8026Q0015, consistent with SF-1449 and FAR 52.212-4? This clarification will assist with cash-flow planning as an

Economically Disadvantaged Women-Owned Small

Business (EDWOSB).

The payment should be made for each task order, upon the receipt of items.

19 Can you share any sample photos, reference images, or previously approved examples of the listed items?

We need the visuals to confirm specs, materials, and finishes before finalizing pricing.

Emphasis here –

Government will not provide a photo sample nor proof design in this RFQ. Quoters must submit own design(s) or image(s).

20 Can you please confirm whether some of the requested items may be outsourced/manufactured outside the U.S., Yes, that may be acceptable.

as long as all specifications, branding, quality, and delivery requirements are met?

21 Can you please confirm the expected delivery-lead time after each task order award or artwork approval?

The soonest possibly delivery would be requested.

22 Is product delivery FOB to Japan or a shipping point?

FOB Destination: Tokyo, Japan

23 Are we able to get better logo files for both the America

250 and Mission Japan logos?

No, attached logo file are only file we can provide in this RFQ.

24 Can items produced as part of this contract be made in

China or do they need to be sourced from another country?

Yes, that could be fine in this contract.

–End of First Set of Questions and Answers-