Creative Event Series_Pre Proposal Conference Summary.pdf

EMBASSY OF THE

UNITED STATES OF AMERICA

P.O. BOX 606 - 00621, VILLAGE MARKET

NAIROBI, KENYA

CREATIVE ECONOMY EVENT SERIES PRE-PROPOSAL CONFERENCE

February 22, 2024 at 02:00 PM

Solicitation Details

Solicitation No. 19KE5024Q0007

Questions Deadline: Feb 27, 2024, 11:59 p.m.

Proposal Submission Deadline: March 6, 2024 4:00p.m.

Official Contact: NairobiGSO-Contracts@state.gov

Overview of Required Services

This project requires experience with VIP management, catering, sound, and strategic vision. Vendors must demonstrate their ability to manage all in order to be successful.

These events are designed aid in building partnerships between the U.S and Kenyan governments and spur economic growth through the creative sector.

VIP access is an important proposal element, and vendors should identify a healthy mix of industry, government, and entrepreneurial contacts.

Vendors are advised to focus on the project plan, creativity, and attention to detail.

Proposals should contain innovative ideas showcasing how to achieve the vision as detailed in the scope of work.

Key Items

SAM Registration. Vendors must be registered in SAM registration prior to submitting bids. The SAM registration period can take several weeks; unregistered vendors are highly encouraged to begin the process immediately. Instructions can be found at:

https://sam.gov/content/entity-registration

Pricing Table. Vendors should include all pricing table elements in their proposal, without adding any additional item. Please note the details on page 17 of the solicitation document while populating the pricing table.

Value Added Tax. The U.S. Embassy is zero-rated; proposals should not include a line item for VAT.

Period of Performance. The anticipated contract period is one year from the date of award, subject to successful completion of each event.

Evaluation Criteria. Proposals will be judged in a two-step process. Vendors are encouraged to thoroughly review the evaluation criteria and tailor proposals accordingly.

Questions and Answers

1. Can vendors include additional contract line items in the proposal? we add any other line item or should we stick to what has been provided?

Bidders should only provide pricing for the contract line items in the solicitation, and are instructed not to add additional line items. If additional services are anticipated, bidders should submit those in the form of questions before the deadline above.

2. Should proposal submissions be in one document or are separate files acceptable?

Your submission should include at least two volumes: 1) Financial/Pricing Information, and 2) Technical/Strategic Proposal (without pricing information). However, vendors are permitted to separate their submission into as many separate files as necessary.

Please note: concise, high-quality, and tailored proposals are preferred. Long, unfocused, or generic proposal packages that fail to meet solicitation criteria are a poor indicator of a vendor’s ability to perform the required services.

3. Are there confirmed dates for these events?

The first event is tentatively scheduled for April 25, 2024. The remaining dates are yet to be determined, but will fall within the date ranges specified in the solicitation scope of work.

4. Do you have a short list of hotels to be used in Mombasa? Can the photos of the space be shared?

The venue will be likely be a luxury hotel in the north coast. Details will be shared with the winning bidder.

5. Is there a possibility of a site visit to see the grounds layout or can dimensions be provided to assist with tent setup and layout?

It is not possible to share photos, but the venue has expansive lawns suitable for a variety of tent sizes and equipment packages. The U.S. Embassy frequently holds events of the same size & scope (guest count, VIP, sound, lighting, catering, etc.). There is space to conceal catering facilities from event guests.

6. Should there be adverse weather conditions on the event day, can we provision for flooring and walkways?

Bidders should provision for typical weather, to include rain, and indicate so in their proposals. In the event of unprecedented weather, the U.S. Embassy will work with the contractor to modify the contract and add additional funds to incorporate the necessary equipment.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.