19JA8026Q0040 - RFQ package _CO signed.pdf

September 14, 2026

Dear Prospective Quoters:

Subject: Request for Quotations Number 19JA8026Q0040

The Freedom 250 – Taste of America Nationwide Campaign

Enclosed is a Request for Quotations (RFQ) for the subject carrying out the Freedom 250 – Taste of

America Nationwide Campaign to support the U.S. Mission Japan. If you would like to submit a quotation, follow the instructions in Section 3 of the RFQ, complete the required portions of the attached document, and submit it to the email address shown on this cover letter.

The U.S. Government intends to award a firm fixed price contract to the responsible company submitting an acceptable quote at the lowest price. The U.S. Embassy Tokyo intends to award the contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

2. Questions

While we provide specifications of the project in this RFQ, and due to the limited time frame, we do not intend to conduct a pre-quotation conference this time. Therefore, Quoters may submit questions (in English) regarding this RFQ by 3:00 p.m., Friday, September 18, 2026

(JST) via email to ChumaMX@state.gov. No questions beyond the said date/time shown above will be accepted. All questions will be consolidated, and one response document from the U.S.

Embassy Tokyo will be prepared and posted on SAM.gov and the Embassy’s website, the same website from where you obtained the solicitation documents.

3. Quotations

Quotations are due by 12:00 noon, Wednesday, September 30, 2026 (JST). No quotation beyond the said date/time shown above will be accepted. Quotations must be written in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to Masao Chuma via email to

ChumaMX@state.gov. The email size must not exceed 15MB. If the email size should exceed

15MB, the submission must be made in separate emails less than 15MB each. After submission of quotation, quoters shall contact Masao Chuma by phone (Office: +81-3-3224-5752 or

Mobile: +81-90-1110-9306) or email to confirm receipt of quotation.

SAM Registration:

U.S. Contractors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to contract award.

Therefore, quoters are highly encouraged to register immediately.

Embassy of the United States of America

Tokyo, Japan mailto:ChumaMX@state.gov https://www.sam.gov/

– 2 –

It is recommended for oversea Contractors to be registered in the SAM (System for Award

Management) Database https://www.sam.gov prior to an award of the contract.

Please note that no payment will be made for preparation and submission of your quotation.

Thank you in advance for your interest and your time in participating in the request for quotations process.

Sincerely, Christopher G. Staff

Contracting Officer

Enclosure:

Request for Quotations 19JA8026Q0040

09/14/2026 00:38 GMT

Staff, Christopher (StaffCG@state.gov) https://www.sam.gov/

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR16120598 / PR16124773

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NUMBER

5. SOLICITATION (Request for

Quotations) NUMBER

19JA8026Q0040

6. SOLICITATION ISSUE DATE

September 14, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Masao Chuma

b. TELEPHONE NUMBER(No collect calls)

03-3224-5752

8. OFFER DUE DATE/LOCAL TIME

September 30, 2026

12:00 noon

3:00 p.m.

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

Procurement/Contracting Unit

GS/Procurement Office

U.S. Embassy

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Minato-ku, Tokyo 107-8420 Japan SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINATION UNLESS

BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

Procurement/Contracting Unit

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

17a. CONTRACTOR/OFFERER CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

Unique Entity ID:

TELEPHONE NO. FAX NO.

Financial Management Center

U.S. Embassy

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(See Page 2 of Standard Form 1449)

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ONE ORIGINAL

COPY TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REFERENCE RFQ NO. SJA800-16-Q-0009, OFFER DATED

_______________________________________________. YOUR OFFER ON

SOLICITATION, INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET

FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER

Christopher G. Staff

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

The Contractor shall carry out the Freedom 250

– Taste of America Nationwide Campaign to support the U.S. Mission Japan, in accordance with terms and conditions of the contract.

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: __________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

Agricultural Trade Office

1-10-5 Akasaka

Minato-ku, Tokyo 107-8420 Japan

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Request for Quotations (RFQ) No. 19JA8026Q0040

TABLE OF CONTENTS

Standard Form 1449 (SF-1449), the first and second pages

Section 1: The Schedule

1.1 Continuation to SF-1449, RFQ Number 19JA8026Q0040, Block 23, Unit Price, and Block

24, Amount

1.2 Continuation to SF-1449, RFQ Number 19JA8026Q0040, Block 20, Schedule of

Supplies/Services

Section 2: Contract Clauses

2.1 Contract Clauses

2.2 Addendum to Contract Clauses – FAR and DOSAR Clauses not Prescribed in Part 12

Section 3: Solicitation Provisions

3.1 Solicitation Provisions

3.2 Summary of Instructions

3.3 Addendum to Solicitation Provisions – FAR and DOSAR Provisions not Prescribed in Part

Section 4: Evaluation Factors

4.1 Evaluation Factors

4.2 Addendum to Addendum to Evaluation Factors – FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

5.1 Offeror Representations and Certifications

Section 1: The Schedule

1.1 Continuation to SF-1449, RFQ Number 19JA8026Q0040, Block 23, Unit Price, and 24, Amount

1.1.1 Scope of Contract

(a) The purpose of this firm fixed price contract is for a contractor to carry out the Freedom

250 – Taste of America Nationwide Campaign, in accordance with the specifications and terms and conditions set forth herein.

(b) The price listed below shall include, but not limited to, all labor, materials, insurance

(see FAR 52.228-4 and 52.228-5), overhead, profit, and transportation necessary to deliver the required services for the U.S. Mission Japan.

1.1.2 Offers and Payment in U.S. Dollars

(1) U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S.

dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United

States.

(2) Foreign Firms. Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in Japanese Yen.

1.1.3 The U.S. Embassy Tokyo is exempt from Japanese consumption taxes; therefore, such taxes shall not be included in the price nor charged on invoices. After receipt of the

Contractor’s invoice, the U.S. Government will provide the Contractor with a signed

Certificate of Tax Exemption Purchase for Foreign Establishments.

For non-Designated Stores, please visit the following link for registration:

https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html (Japanese) https://www.mofa.go.jp/ms/po/page22e_000946.html (English)

1.1.4 Pricing

Carrying out the Freedom 250 – Taste of America Nationwide Campaign, in accordance with subsection 1.2 – Schedule of Supplies/Services:

Grand Total: _ _______________ https://www.mofa.go.jp/mofaj/ms/po/page22_003420.html https://www.mofa.go.jp/ms/po/page22e_000946.html

1.2 Continuation to SF-1449, RFQ Number 19JA8026Q0040, Block 20, Schedule of

Supplies/Services:

Statement of Work (Professional Service and Equipment)

Freedom 250 – Taste of America Nationwide Campaign

Background

The Freedom 250 "Taste of America" campaign is a collaborative initiative between Heinz

Japan Ltd. and U.S. Embassy in Japan, designed to raise awareness of American food culture and promote U.S. agricultural products among Japanese consumers. Participating restaurants across Japan will offer special menus featuring U.S.-origin ingredients for a mutually determined period. Each participating restaurant will also incorporate informational content related to the 250th Anniversary of the United States and American food culture into their menus and point-of-purchase (POP) materials. The campaign will be held in two phases:

Okinawa in January/February 2027, followed by Tokyo, Yokohama, Osaka, and Fukuoka in

Spring 2027 (all dates are tentative). To maximize consumer awareness and drive foot traffic to participating restaurants, the U.S. will engage a promotional agency through this open solicitation. This Statement of Work defines the scope of services required and identifies the selection criteria for the selected Contractor.

Objective

The campaign will feature 125–150 participating restaurants across five cities in Japan, each showcasing a special American menu, composed of at least 51 percent U.S. ingredients, for a mutually agreed period, alongside promotional materials highlighting the 250th anniversary of the United States, U.S. agriculture, U.S. culinary culture. The campaign will serve as a flagship public diplomacy activity in support of Mission Japan’s commemoration of America’s

250th birthday. The objective of this engagement is to plan and execute a comprehensive promotional campaign that drives consumer awareness of the "Taste of America" campaign, promotes the appeal of U.S. culinary culture and agricultural products to the Japanese public across all event cities, and increases foot traffic to participating restaurants.

Scope

The Contractor will plan, produce, and manage all promotional activities associated with the

"Taste of America" campaign across both phases of the event. The Contractor will serve as the primary promotional partner, coordinating closely with the U.S. Embassy, Heinz Japan Ltd., and participating restaurants throughout the campaign period. The Contractor is expected to cover all aspects of the promotional scope as outlined in Tasks and Requirements below.

Timing

Preliminary work is anticipated to begin upon contract award, with full campaign preparation underway no later than six weeks prior to the Okinawa launch in January/February 2027. The engagement will conclude upon submission of the final evaluation report in June 2027 following the completion of the second phase in Spring 2027. The exact milestone dates will be determined between the U.S. Embassy and the Contractor.

Phase Period Region

Phase 1 January/February 2027 (1 month)

Okinawa

Phase 2 Spring 2027 (1 month) Tokyo, Yokohama, Osaka, Fukuoka

Reporting &

Close

By end of June 2027 —

Tasks and Requirements

The Contractor shall undertake all tasks described below to execute the promotional campaign.

A. Transit Advertising

a) Plan and execute transit advertising across target city metropolitan areas, utilizing the

9-operator in-vehicle vision network set and station digital signage.

b) Coordinate with relevant transit operators and media vendors to secure placements aligned with the campaign schedule.

c) Provide the U.S. Embassy with placement confirmation, creative specifications, and proof of execution.

B. Events / Tasting Sessions

a) Organize high-profile launch events in each event city, featuring attendees from the

U.S. Embassy and Consulates as appropriate to a participating restaurant, serving as a public endorsement and PR opportunity for the campaign.

b) Coordinate media attendance at each event, securing a minimum of 10 media outlets per event, including television broadcasters. Invited media should include TV, online, and print/owned media channels to maximize coverage and reach.

Note: Influencers and Key Opinion Leaders (KOLs) may be invited to attend events but shall not be counted toward the minimum 10-media-outlet requirement.

c) Facilitate media coverage across news broadcasts, SNS platforms, and owned media channels to drive broad consumer awareness and encourage restaurant visits.

d) Manage all event logistics, including venue coordination with participating restaurants, scheduling, guest management, and on-site support.

e) Submit an event report for each city within two weeks of the respective event's conclusion, including media attendance records, coverage achieved, and photographic documentation.

C. Digital PR / Advertising / Promotional Materials

1. Digital Advertising

• Plan and execute paid digital advertising campaigns across outlets relevant in the

Japanese market.

• Provide targeting strategy, creative assets, and performance reporting.

2. Influencer / KOL Engagement

• Identify and engage with food and food culture influencers and KOLs in Japan.

• Manage influencer briefing, content approval, and posting schedule in coordination with the U.S. Embassy.

3. SNS Promotion Management

• Design and launch official social media campaign for use by participating in restaurants and cities.

• Manage campaign for the duration of the project period.

• TikTok is excluded from this scope of work and should not be utilized.

4. Media Relations / PR Distribution

• Develop and distribute press releases for both phases of the campaign (minimum one per phase).

• Conduct proactive media outreach to secure editorial coverage across TV, digital, and print media.

• Coordinate paid article placements as appropriate.

5. Digital Content Production

The Contractor shall produce the following official creative assets in consultation with U.S

Embassy and Heinz Japan Ltd.:

• Official campaign logo

• Official campaign key visual (KV)

• Official campaign video / promotional movie

• SNS content assets (static and/or motion graphics)

6. Production of Promotional Materials

The Contractor shall produce and deliver the physical promotional materials, including printing and shipping to all event locations: Examples include: Posters, Menus, Table cards

(卓上カード), Novelty goods (e.g., stickers, stamps, tote bags, etc.)

All promotional materials must be approved by the U.S. Embassy prior to production. The

Contractor shall provide a production and delivery schedule no later than four weeks prior to each phase launch.

D. PR Operations Secretariat

a) Serve as the central coordination hub for all promotional activities, acting as the primary point of contact between the U.S. Embassy, Heinz Japan Ltd., participating restaurants, media, vendors, and other stakeholders.

b) Maintain a master project schedule and provide regular progress updates to the U.S.

Embassy.

c) Manage vendor and partner relationships on behalf of the campaign.

d) Coordinate food education content integration into menus and POP materials across all participating restaurants, ensuring messaging aligns with campaign objectives and is approved by the U.S. Embassy and, where appropriate, Heinz Japan.

e) Compile and submit a comprehensive final report upon conclusion of the campaign, including all deliverables, performance data, and recommendations for future activations.

Deliverables

# Deliverable Due Date

1 Promotional strategy document 6 weeks prior to Phase 1 launch

2 All creative assets (logo, KV, video, SNS materials) 4 weeks prior to Phase 1 launch

3 Promotional materials (posters, table cards, novelty goods)

2 weeks prior to each phase launch

4 Event report per city (media attendance, coverage, photos)

Within 2 weeks of each event

5 Monthly progress report End of each month during campaign

6 Final campaign evaluation report By end of June 2027

Subcontracting

No part of the work under this contract may be subcontracted without the prior written approval of the U.S. Embassy.

Ownership

All work produced and paid for under this contract shall become the sole property of the

United States Government (USG) and shall be turned over upon request. This includes all creative assets, data, reports, and materials developed in connection with this engagement.

Confidentiality

The Contractor shall take all reasonable precautions to safeguard all materials developed under this contract against unauthorized disclosure or dissemination while they remain under the

Contractor's custody.

Warranty

The Contractor warrants that all materials and information furnished to the USG under this contract:

a. Will not infringe upon copyrights or any other intellectual property rights of any person, firm, corporation, or other legal entity;

b. Will not violate the right of privacy of any person;

c. Will not be libelous;

d. Will not infringe or violate any other rights of any person, firm, corporation, or other legal entity.

e. No person, firm, corporation, or other legal entity shall have any right to interfere with the use of such materials by the USG for the purposes described herein. The Contractor shall retain no right, title, or claim to any materials developed under this contract after delivery and receipt of payment. Such materials shall remain the sole property of the

USG.

Eligibility Requirements

To ensure the Contractor can effectively execute all aspects of this campaign within Japan, applicants must meet the following requirements:

# Requirement Rationale

1 Must have a headquarters or branch office physically located in Japan

To ensure rapid on-site response, in-person meetings, and local operational capability across all event cities

2 Must be able to deploy staff to all event cities (Okinawa, Tokyo, Yokohama, Osaka, Fukuoka) at the Contractor's own expense

On-site presence is mandatory for event management, media coordination, and restaurant liaison

3 Must demonstrate native-level Japanese language capability within the core project team

Required for media negotiations, restaurant communications, creative copywriting, and consumer-facing content production in Japanese

4 Must have a minimum of three (3) years of food, beverage, or restaurant promotional experience within the Japanese market

Demonstrated understanding of

Japanese consumer behavior and the domestic food & beverage industry is essential

5 Must have an established network of

Japanese media contacts, including television broadcasters, digital media, and print outlets, sufficient to secure a minimum of 10 media outlets per event city

Direct media relationships are required to fulfill the media recruitment obligations under

Scope B

6 Must have existing working relationships with Japanese influencers and KOLs in the food and lifestyle categories

Required for timely identification and engagement of mid-tier and micro-influencers under Scope C-2

7 Must have established relationships with

Japanese transit advertising operators, including experience placing advertisements within the Tokyo metropolitan 9-operator network

Required to execute transit advertising placements under

Scope A

# Requirement Rationale

8 Must have existing relationships with

Japanese printing and logistics vendors capable of delivering promotional materials to all event cities

Required for production and distribution of posters, table cards, and novelty goods under Scope C-6

9 Must be capable of conducting all client communications, reporting, and deliverables in both Japanese and English

Required for coordination with the

U.S. Embassy (English) and

Japanese media, restaurants, and vendors (Japanese)

10 Must confirm availability for in-person meetings in Tokyo and all event cities as requested by the U.S. Embassy and Heinz

Japan Ltd., at the Contractor's own expense

Regular face-to-face coordination is essential for campaign quality and stakeholder alignment

Key Personnel

The Contractor is responsible for providing personnel with the necessary level of expertise to support all tasks and requirements in this Statement of Work. The Contractor shall designate a single point of contact to serve as Project Manager for the duration of the contract. The

Contractor shall provide all materials and personnel, except where noted otherwise, and perform all services necessary to complete the work as specified above. Upon award of the contract, key personnel profiles must be provided to and are subject to approval by the U.S.

Embassy.

Section 2: Contract Clauses

2.1 Contract Clauses

FAR 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial

Services (NOV 2023) is incorporated by reference (see SF-1449, Block 27A).

“None”

FAR 52.212-5 [Reserved]

FAR 52.204-28 [Reserved]

FAR 52.204-30 [Reserved]

Add the following clause in full text:

FAR 52.229-12 Tax on Certain Foreign Procurements (FEB 2021)

(a) Definitions. As used in this clause—

Foreign person means any person other than a United States person.

United States person, as defined in 26 U.S.C. 7701(a)(30), means—

(1) A citizen or resident of the United States;

(2) A domestic partnership;

(3) A domestic corporation;

(4) Any estate (other than a foreign estate, within the meaning of 26 U.S.C. 7701(a)(31));

and

(5) Any trust if—

(i) A court within the United States is able to exercise primary supervision over the administration of the trust; and

(ii) One or more United States persons have the authority to control all substantial decisions of the trust.

(b) This clause applies only to foreign persons. It implements 26 U.S.C. 5000C and its implementing regulations at 26 CFR 1.5000C-1 through 1.5000C-7.

(c)(1) If the Contractor is a foreign person and has only a partial or no exemption to the withholding, the Contractor shall include the Department of the Treasury Internal

Revenue Service Form W-14, Certificate of Foreign Contracting Party Receiving Federal

Procurement Payments, with each voucher or invoice submitted under this contract throughout the period in which this status is applicable. The excise tax withholding is applied at the payment level, not at the contract level. The Contractor should revise each

IRS Form W-14 submission to reflect the exemption (if any) that applies to that particular invoice, such as a different exemption applying. In the absence of a completed IRS Form

W-14 accompanying a payment request, the default withholding percentage is 2 percent https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim for the section 5000C withholding for that payment request. Information about IRS Form

W-14 and its separate instructions is available via the internet at www.irs.gov/w14 .

(2) If the Contractor is a foreign person and has indicated in its offer in the provision

52.229-11, Tax on Certain Foreign Procurements—Notice and Representation, that it is fully exempt from the withholding, and certified the full exemption on the IRS Form W-

14, and if that full exemption no longer applies due to a change in circumstances during the performance of the contract that causes the Contractor to become subject to the withholding for the 2 percent excise tax then the Contractor shall—

(i) Notify the Contracting Officer within 30 days of a change in circumstances that causes the Contractor to be subject to the excise tax withholding under 26 U.S.C.

5000C; and

(ii) Comply with paragraph (c)(1) of this clause.

(d) The Government will withhold a full 2 percent of each payment unless the Contractor claims an exemption. If the Contractor enters a ratio in Line 12 of the IRS Form W-14, the result of Line 11 divided by Line 10, the Government will withhold from each payment an amount equal to 2 percent multiplied by the contract ratio. If the Contractor marks box 9 of the IRS Form W-14 (rather than completes Lines 10 through 12), 3ontractor must identify and enter the specific exempt and nonexempt amounts in Line 15 of the IRS Form W-14;

the Government will then withhold 2 percent only from the nonexempt amount. See the

IRS Form W-14 and its instructions.

(e) Exemptions from the withholding under this clause are described at 26 CFR 1.5000C-

1(d)(5) through (7). Any exemption claimed and self-certified on the IRS Form W-14 is subject to audit by the IRS. Any disputes regarding the imposition and collection of the 26

U.S.C. 5000C tax are adjudicated by the IRS as the 26 U.S.C. 5000C tax is a tax matter, not a contract issue.

(f) Taxes imposed under 26 U.S.C. 5000C may not be—

(1) Included in the contract price; nor

(2) Reimbursed.

(g) A taxpayer may, for a fee, seek advice from the Internal Revenue Service (IRS) as to the proper tax treatment of a transaction. This is called a private letter ruling. Also, the IRS may publish a revenue ruling, which is an official interpretation by the IRS of the Internal

Revenue Code, related statutes, tax treaties, and regulations. A revenue ruling is the conclusion of the IRS on how the law is applied to a specific set of facts. For questions relating to the interpretation of the IRS regulations go to https://www.irs.gov/help/tax-law-questions.

(End of clause) http://www.irs.gov/w14 https://www.acquisition.gov/far/52.229-11#FAR_52_229_11 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://www.irs.gov/help/tax-law-questions

2.2 Addendum to Contract Clauses – FAR and DOSAR Clauses not Prescribed in Part 12

The following Federal Acquisition Regulation (FAR) clauses are provided in full text:

FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: FAR |

Acquisition.GOV this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation (FAR) clauses are incorporated by reference:

Clause Title and Date

52.203-17 Contractor Employee Whistleblower Rights (NOV 2023)

52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)

52.204-13 System for Award Management Maintenance (OCT 2018)

52.204-18 Commercial and Government Entity Code Maintenance

(AUG 2020)

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment (NOV 2021)

52.204-27 Prohibition on a ByteDance Covered Application (JUN 2023)

52.222-19 Child Labor-Cooperation with Authorities and Remedies (JAN 2025)

52.225-14 Inconsistency Between English Version and Translation of Contract (FEB

2000)

52.225-19 Contractor Personnel in a Designated Operational Area or Supporting a

Diplomatic or Consular Mission Outside the United States (MAY 2020)

52.228-3 Workers’ Compensation Insurance (Defense Base Act) (JUL 2014)

52.228-4 Worker’s Compensation and War-Hazard Insurance Overseas (APR 1984)

52.228-5 Insurance – Work on a Government Installation (JAN 1997)

52.229-6 Foreign Fixed Price Contracts (FEB 2013)

52.232-39 Unenforceability of Unauthorized Obligations (JUNE 2013)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR

2023)

52.244-6 Subcontracts for Commercial Products and Commercial Services (OCT

2025) https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

The following Department of State Acquisition Regulation (DOSAR) clauses are provided in full text:

Contractor Identification (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

(1) Use an email signature block that shows name, the office being supported and company affiliation (e.g. “John Smith, Office of Human Resources, ACME

Corporation Support Contractor”);

(2) Clearly identify themselves and their contractor affiliation in meetings;

(3) Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

(4) Contractor personnel may not utilize Department of State logos or indicia on business cards.

DOSAR 652.215-70 Examination of Records

(a) With respect to matters related to this contract or a subcontract hereunder, the

Department of State Office of the Inspector General, or an authorized representative, shall have upon request:

(1) Complete, prompt, and free access to all Contractor and Subcontractor files (in any format), documents, records, data, premises, and employees, except as limited by law;

and

(2) The right to interview any current Contractor and Subcontractor personnel, individually and directly, with respect to such matters.

(b) This clause may not be construed to require the contractor or any subcontractor to create or maintain any record that the contractor or subcontractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(c) The Contractor shall insert a clause containing all the terms of this clause, including this paragraph (c), in all subcontracts under this contract other than acquisitions described in Federal Acquisition Regulation 15.209(b)(1).

https://www.ecfr.gov/current/title-48/section-652.215-70#p-652.215-70(c)

DOSAR 652.229-70 Excise Tax Exemption Statement for Contractors within The United

States (JUL 1988)

This is to certify that the item(s) covered by this contract is/are for export solely for the use of the U.S. Foreign Service Post identified in the contract schedule.

The Contractor shall use a photocopy of this contract as evidence of intent to export.

Final proof of exportation may be obtained from the agent handling the shipment. Such proof shall be accepted in lieu of payment of excise tax.

(End of clause)

DOSAR 652.232-70 Payment Schedule and Invoice Submission (Fixed-Price) (AUG 1999)

(a) General. The Government shall pay the Contractor as full compensation for all work required, performed, and accepted, under this contract the firm fixed price stated in this contract.

(b) Invoice Submission. The Contractor shall submit invoices in one original to the office shown below. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

Attn: Financial Management Center

U.S. Embassy Tokyo

(Invoice for Purchase Order number - number to be determined)

The Contractor may submit invoices electronically to TokyoInvoices@state.gov.

(c) Contractor Remittance Address. The Government will make payment to the

Contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

(The U.S. Government will provide the winner of the contract an electronic funds transfer (EFT) form to fill out.)

DOSAR 652.242-70 Contracting Officer’s Representative (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

mailto:TokyoInvoices@state.gov

(b) The COR for this contract is Deputy Director of Agricultural Trade Office at the U.S.

Embassy in Tokyo.

DOSAR 652.242-73 Authorization and Performance (AUG 1999)

(a) The Contractor warrants the following:

(1) That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

(2) That is has obtained all necessary licenses and permits required to perform this contract; and

(3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

(b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

Section 3: Solicitation Provisions

3.1. Solicitation Provisions

FAR 52.212-1, Instructions to Offerors -- Commercial Products and Commercial Services

(SEP 2023) is incorporated by reference (see SF-1449, Block 27a.)

Addendum to 52.212-1: none

3.2 Summary of Instructions

The quoter shall complete and submit one copy of the following:

(a) Volume 1 – Standard Form 1449 (SF-1449). Volume 1 consists of completion of blocks 17a, 30a, 30b, and 30c of the form (page 1).

(b) Volume 2 - Price. Volume 2 consists of subsection 1.1.3: Pricing, page 4 of the RFQ.

Quoters must include the currency which they are submitting their prices in.

In addition to that, submit detailed price breakdown (in your own format)

(c) Volume 3 - Representations and Certifications. Volume 3 consists of Section 5:

Representations and Certifications (complete all portions that are applicable) of RFQ.

(d) Volume 4 – Technical Proposals. Volume 4 consists of information demonstrating the quoter’s ability to perform, including:

(1) Name of a Project Manager (or another liaison to the Embassy) who understands written and spoken English; and

(2) Evidence that the quoter operates an established business with a permanent address and telephone listing in Japan.

(3) Company’s past performance information: List of the projects over the past three years for the same or similar work, demonstrating prior experience and references

(provide dates, places of performance, value of contracts, etc. If it is possible, provide client’s contact names, telephone numbers and email addresses.) If the quoter has not performed comparable services in Japan, then the quoter shall provide its international experience.

The Government will use past performance information primarily to assess a quoter’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the quoter’s work experience. The Government may also use this data to evaluate the credibility of the quoter’s proposal. In addition, the Contracting

Officer may use past performance information in making determination of responsibility.

(4) Applicants must submit a proposal that includes the following:

1. Company overview

2. Overall promotional strategy, concept proposal, and implementation plan covering all phases

3. Detailed approach for each scope area (A through D)

4. Itemized cost estimate, or price breakdown (in your own format)

5. Proposed team structure

6. Evidence that the quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work.

7. The quoter shall address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2). If quoter already possesses the locally required licenses and permits, a copy shall be provided.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Criteria Description

Sales &

Procurement

Impact

Demonstrated approach to driving restaurant sales and increasing purchase volume/value of U.S. agricultural ingredients

Consumer

Awareness &

Reach

Strategy to maximize the number of consumers reached through media, SNS, and advertising (media impressions, reach, coverage), while building consumer awareness of the campaign objectives

Foot Traffic

Generation

Concrete plan to drive actual restaurant visits across all event cities

Strategy &

Feasibility

Originality, specificity, and feasibility of the overall promotional strategy

Cost

Effectiveness

Reasonableness of budget allocation and demonstrated value for investment

Quotation must be received no later than 12:00 noon, Wednesday, September 30, 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 19JA8026Q0040

Office Telephone: +81-3-3224-5752

Mobile: +81-90-1110-9306

Note:

Your quotation must be submitted electronically to Masao Chuma via email to

ChumaMX@state.gov. The email size must not exceed 15MB. If the email size should exceed 15MB, the submission must be made in separate emails less than 15MB each. After submission of quotation, quoters shall contact Masao Chuma by phone or a separate email to confirm the receipt of quotation.

The quoter shall identify and explain/justify any deviations, exceptions, or conditional assumptions taken with respect to any of the instructions or requirements of this RFQ in the appropriate volume of the quote.

3.3 Addendum to Solicitation Provisions – FAR and DOSAR Provisions not Prescribed in Part

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting

Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the

FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or

Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation (FAR) solicitation provisions are incorporated by reference:

Provision Title and Date

52.204-7 System for Award Management (NOV 2024)

52.204-16 Commercial and Government Entity Code Reporting (AUG 2020)

52.211-1 Availability of Specifications Listed in the GSA Index of Federal

Specifications, Standards and Commercial Item Descriptions, FPMR Part

101-29 (SEP 2023)

52.212-1 Instructions to Offerors -- Commercial Products and Commercial Services

(SEP 2023)

52.214-34 Submission of Offers in the English Language (APR 1991)

The following Department of State Acquisition Regulation (DOSAR) provision is provided in full text:

DOSAR 652.206-70 Advocate for Competition/Ombudsman (FEB 2015)

(a) The Department of State’s Advocate for Competition is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial practices, potential offerors are encouraged first to contact the contracting office for the solicitation. If concerns remain unresolved, contact:

(1) For solicitations issued by the Office of Acquisition Management (A/LM/AQM) or a

Regional Procurement Support Office, the A/LM/AQM Advocate for Competition, at

AQMCompetitionAdvocate@state.gov.

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl mailto:AQMCompetitionAdvocate@state.gov

(2) For all others, the Department of State Advocate for Competition at cat@state.gov.

(b) The Department of State’s Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them. When requested and appropriate, the ombudsman will maintain strict confidentiality as to the source of the concern. The ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Interested parties are invited to contact the contracting activity ombudsman, Minister-Counselor for

Management Affairs, at TEL: +81-3-3224-5585 or FAX: +81-3-3224-5303. For an

American Embassy or overseas post, refer to the numbers below for the Department

Acquisition Ombudsman. Concerns, issues, disagreements, and recommendations which cannot be resolved at a contracting activity level may be referred to the Department of State

Acquisition Ombudsman at (703) 516-1696 or write to:

Department of State

Acquisition Ombudsman

Office of the Procurement Executive (A/OPE)

Suite 1060, SA-15

Washington, DC 20520

U.S.A.

(End of Provision) mailto:cat@state.gov

Section 4: Evaluation Factors

4.1 Evaluation Factors

The U.S. Government intends to award a contract resulting from this RFQ to the lowest priced, technically acceptable, and responsible offeror. The evaluation process shall include the following:

(a) Award will be made to the lowest priced, technically acceptable, and responsible offeror. The U.S. Government reserves the right to reject proposals that are unreasonably low or high in price.

(b) The lowest price will be determined by multiplying the offered prices times the estimated quantities in “1.1.3 Prices - Continuation of SF-1449, block 24, Amount”, and arriving at a grand total.

(c) The Government will determine acceptability by assessing the offeror's compliance with the terms of the RFQ to include the technical information required by Section 3.

(d) The Government will determine contractor responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9.1, including:

(1) Adequate financial resources or the ability to obtain them;

(2) Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

(3) Satisfactory record of integrity and business ethics;

(4) Necessary organization, experience, and skills or the ability to obtain them;

(5) Necessary equipment and facilities or the ability to obtain them; and

(6) Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

4.2 Addendum to Evaluation Factors – FAR and DOSAR Provisions not Prescribed in Part 12

The following Federal Acquisition Regulation (FAR) provisions are provided in full text:

FAR 52.225-17 Evaluation of Foreign Currency Offers (FEB 2000)

If the Government receives offers in more than one currency, the Government will evaluate offers by converting the foreign currency to United States currency using the exchange rate used by the Embassy in effect as follows:

(a) For acquisitions conducted using sealed bidding procedures, on the date of bid opening.

(b) For acquisitions conducted using negotiation procedures—

(1) On the date specified for receipt of offers, if award is based on initial offers;

otherwise

(2) On the date specified for receipt of proposal revisions.

Section 5: Representations and Certifications

5.1 Offeror Representations and Certifications

FAR 52.204-24 [Reserved]

FAR 52.204-26 [Reserved]

FAR 52.204-29 [Reserved]

FAR 52.212-3 [Reserved]

Add the following provision:

FAR 52.229-11 Tax on Certain Foreign Procurements—Notice and Representation (JUN

2020)

(a) Definitions. As used in this provision—

Foreign person means any person other than a United States person.

Specified Federal procurement payment means any payment made pursuant to a contract with a foreign contracting party that is for goods, manufactured or produced, or services provided in a foreign country that is not a party to an international procurement agreement with the United States. For purposes of the prior sentence, a foreign country does not include an outlying area.

United States person as defined in 26 U.S.C. 7701(a)(30) means—

(1) A citizen or resident of the United States;

(2) A domestic partnership;

(3) A domestic corporation;

(4) Any estate (other than a foreign estate, within the meaning of 26 U.S.C. 701(a)(31));

and

(5) Any trust if—

(i) A court within the United States is able to exercise primary supervision over the administration of the trust; and

(ii) One or more United States persons have the authority to control all substantial decisions of the trust.

(b) Unless exempted, there is a 2 percent tax of the amount of a specified Federal procurement payment on any foreign person receiving such payment. See 26 U.S.C. 5000C and its implementing regulations at 26 CFR 1.5000C-1 through 1.5000C-7.

(c) Exemptions from withholding under this provision are described at 26 CFR 1.5000C-

1(d)(5) through (7). The Offeror would claim an exemption from the withholding by using the Department of the Treasury Internal Revenue Service Form W-14, Certificate of

Foreign Contracting Party Receiving Federal Procurement Payments, available via the internet at www.irs.gov/w14. Any exemption claimed and self-certified on the IRS Form

W-14 is subject to audit by the IRS. Any disputes regarding the imposition and collection of the 26 U.S.C. 5000C tax are adjudicated by the IRS as the 26 U.S.C. 5000C tax is a tax matter, not a contract issue. The IRS Form W-14 is provided to the acquiring agency rather than to the IRS.

(d) For purposes of withholding under 26 U.S.C. 5000C, the Offeror represents that—

(1) It [__]is [__]is not a foreign person; and

(2) If the Offeror indicates “is” in paragraph (d)(1) of this provision, then the Offeror represents that—I am claiming on the IRS Form W-14 [____] a full exemption, or [____] partial or no exemption [Offeror shall select one] from the excise tax.

(e) If the Offeror represents it is a foreign person in paragraph (d)(1) of this provision, then—

(1) The clause at FAR 52.229-12, Tax on Certain Foreign Procurements, will be included in any resulting contract; and

(2) The Offeror shall submit with its offer the IRS Form W-14. If the IRS Form W-14 is not submitted with the offer, exemptions will not be applied to any resulting contract and the Government will withhold a full 2 percent of each payment.

(f) If the Offeror selects “is” in paragraph (d)(1) and “partial or no exemption” in paragraph

(d)(2) of this provision, the Offeror will be subject to withholding in accordance with the clause at FAR 52.229-12, Tax on Certain Foreign Procurements, in any resulting contract.

(g) A taxpayer may, for a fee, seek advice from the Internal Revenue Service (IRS) as to the proper tax treatment of a transaction. This is called a private letter ruling. Also, the IRS may publish a revenue ruling, which is an official interpretation by the IRS of the Internal

Revenue Code, related statutes, tax treaties, and regulations. A revenue ruling is the conclusion of the IRS on how the law is applied to a specific set of facts. For questions relating to the interpretation of the IRS regulations go to https://www.irs.gov/help/tax-law-questions.

(End of provision)

Note: Information and current copies of the IRS Form W-14 are available via the internet at www.irs.gov/w14 .

FAR 52.240-90 Security…