19JA8026Q0025 - Amend 0001 - Q and A -CO signed.pdf

AMENDMENT OF SOLICITATION / MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 4

2. AMENDMENT/MODIFICATION NO.

A0001

3. EFFECTIVE DATE

See Item 16C.

4. REQUISITION/PURCHASE REQ. NO.

PR15949361 / PR15951228

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.

19JA8026Q0025

9b. DATED (SEE ITEM 11)

May 13, 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 19JA8026Q0025 is hereby amended to revise Subsection 1.1.4 Pricing as per the following page.

Also, provide here with Questions and Answers. See the following page 3 through 4 of this Amendment 0001.

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

Christopher G. Staff

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

5/21/2026

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

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

05/21/2026 01:33 GMT

Staff, Christopher (StaffCG@state.gov)

Revised RFQ page 5 as follows:

1.1.4 Pricing

Carrying out American Festival Hibiya Park 2026, in accordance with subsection 1.2 – Schedule of

Supplies/Services:

Total Amount (for the Embassy): _To be determined (A)__

Total Amount (for USMEF): __To be determined (B)___

Grand Total (without tax): _(A) + (B)_________

Note:

For Grand Total, please provide an itemized price breakdown.

We accept your company’s own format for price breakdown, however in English please.

Payment Total Amount (for USMEF): __(B) + 10% Consumption Tax_____

Final Grand Total: _To be determined_______________

Request for Quotations (RFQ) No. 19JA8026Q0025

Amendment 0001

Embassy of the United States of America

Tokyo, Japan

May 21, 2026

First Set of Questions and Answers

Request for Quotations No. 19JA8026Q0025

American Festival Hibiya Park 2026

Questions and Answers

Q.1 Material & Equipment- Projection Equipment

It is mentioned that projection equipment is required; we would like to know if this will be used for lighting & decorative purposes or if it will be used to display promotional materials on a screen.

If it will be used to display promotional material, would you like for us to also include a projector screen/surface to display the contents on?

A.1 Regarding projection equipment, this refers to lighting directed at gates, signage, and decorative elements, in addition to stage lighting. It also encompasses the necessary work lighting for each food truck and tent.

We are not asking for project images on a screen or for a separate screen to be set-up for that purpose.

-Continued to next page-

Request for Quotations (RFQ) No. 19JA8026Q0025

Amendment 0001

Q.2 We understand that the preferred tent/booth count is listed as 36 food tents, 10 food trucks, 20 large tents (food court), and 10 kitchen/waiting tents.

While it is certainly possible for us to provide the maximum desired tent/booth/food truck count combination, we have been coordinating directly with Hibiya Park’s Administration

Office, and they have informed us that the location is only able to comfortably accommodate (for example) a maximum of 36 tents/booth/food trucks if we are to only include 11 large tents for a food court area.

This combination can be adjusted according to participating vendor count and preferred food court space; however, if we were to follow the RFQ’s listed preferences as written, the space will become overcrowded and difficult to manage lines/movement according to

Hibiya Park’s Administration Office.

Therefore, would it be best to follow Hibiya Park’s guidance when preparing our

Estimate, or to maximize the tent/truck/booth combination to meet your preferences?

A.2 We consider the estimate of up to 36 tents to be appropriate. While we do not currently have an exact count of exhibitors, we anticipate instances where a single tent may be shared by multiple parties. Consequently, this implies that the total number of exhibitors could potentially exceed 36.

Q.3 We understand that still photography & videography services are requested; would you like for these services to be provided for all three days of the festival, or perhaps only the first day?

A.3 We expect the photography service to require three days. In addition to capturing the opening ceremony and the general atmosphere of the various activities, we place particular emphasis on photographing the individual exhibitors’ booths while they are bustling with visitors; consequently, our approach to shooting is highly flexible and responsive to the specific conditions of the day—such as the weather and the density of the crowds.

Q.4 It is noted that the stage area will feature performances that showcase American music & culture and that schedules/performances will be decided together with the ATO, USMEF, and Public Affairs.

Would you like for the contractor to include a list of potential performers/set aside a budget allocation for their services?

A.4 Regarding entertainment, we anticipate receiving a quotation that encompasses everything from stage setup and content planning to scheduling and the arrangement of performers.

While the U.S. Embassy will ultimately determine the appropriateness of the content, please understand that the proposals and arrangements we provide will constitute only a portion of the overall program. We look forward to receiving your proposal for the stage production, including the content itself.

Basically, the Contractor will need to handle the performers’ schedule, but will get input and clearance from the Embassy.

–End of First Set of Questions and Answers-