Creative Event Series - Additional Q and A.pdf

EMBASSY OF THE

UNITED STATES OF AMERICA

P.O. BOX 606 - 00621, VILLAGE MARKET

NAIROBI, KENYA

CREATIVE ECONOMY EVENT SERIES ADDITIONAL Q&A

1. Is there an incumbent for this contract? If so, please share Contractor and contract number.

There is no incumbent contract for this solicitation as this is a new requirement.

2. SF 1449 cover sheet wasn't included in the document, are you able to provide that?

The SF1449 has been added to the SAM.gov portal.

3. Is there any allowance for the personalities, influencers etc. that will be coming from the USA (for per diem, flights etc.)

Travel-related costs for guests, including those from the U.S., are not part of this solicitation and resultant contract. The intent of this effort is for vendors to leverage their expertise in key sectors to find the appropriate Kenyan VIPs.

4. For any travel into Kenya, will travel arrangements be independent or through a Government Travel Agency

See above; international travel is not included in this solicitation.

5. There is no line item for guest hospitality, but it says in the last paragraph of the Leadership that Guest Hospitality (on page number 5) should be part of the vendor's package. Can we create a specific line item for Guest Hospitality?

Bidders must use the existing pricing structure as prescribed in the solicitation.

6. For the invited guests, what is the percentage split of US guests and Kenyan guests.

Guest list creation will be an iterative process, with U.S. Embassy final approval.

Successful vendors will demonstrate an understanding of, and access to, those guests that are appropriate for each event. There is no set ratio of Kenyan to international participants, but the primary objective of the vendor will be to help select and deliver to the event Kenyan participants. Nearly all the guests selected and organized by the vendor will be Kenyan leaders, influencers, and officials in the priority field for each event.

7. Can we have clarification on the Embassy branding (mentioned on page 40 under point 2 under the ' Understanding of US Embassy requirements').

Vendors are instructed to develop creative proposals (including branding) that align with the instructions provided in the statement of work. Proprietary and/or intellectual property of the United States or it’s agencies shall not be used without express written consent of the Contracting Officer.

8. Are we able to present the budget in USD in addition to Kenyan Shillings?

The contract will be priced in Kenyan shillings. Bids should reflect any anticipated economic shifts, as price adjustments for inflation are not included in the contract.

9. We would like to clarify if the Teaming or subcontracting is going to be considered in this project. Please advise.

Subcontracting is permitted as long as the proposal complies with the requirement for Kenyan business licenses and local point of contacts (e.g., Project Manager).

1. Does the venue have parking space for VIP guests? Will the U.S. Embassy provide transportation?

Guests (VIP and otherwise) should plan to be dropped off. Parking is extremely limited, and most guest vehicles will not be allowed access to the compound. Vendors are responsible for transportation costs for event components (catering, lighting, sound systems, etc.). The U.S. Embassy will facilitate access for vendor vehicles.

2. Is there provision for guest bathrooms, standby power backup and is power at the resident sufficient to cover event power needs?

Guest bathrooms and power needs are adequately catered for at the venue location.

Vendors should not quote for generators or portable toilets.

3. Is it feasible to have one PA system serve both events?

Events will be located in close proximity to each other. The first event will cater for fewer participants (30-50). Bidders should provision for adaptability of the PA system to specific event needs; however, creative solutions are encouraged.

4. How do vendors ensure the targeted guest list numbers in the event some RSVPs will no-show?

Guest list creation will occur in tandem with U.S. Embassy personnel. After award, the contractor will submit a draft guest list for review. During the solicitation phase, vendors should demonstrate the breadth and depth of their contacts in their proposal.

Please note: due to security requirements, proxies cannot attend in place of invitees unless cleared by security prior to the event. No walk-ups will be permitted.

5. Will the bidders be expected to provide security services during the event?

Security arrangements and services will be handled by U.S. Embassy personnel. Vendors should not include security services in their proposal. However, vendors will need to ensure they can provide credentials for all personnel in order to gain access to the venue.