QA Aldea Global.docx

Q&A

Booth Layout & Placement Q1. Could you please clarify how the booths will be arranged within the event space?

A1. Attaching image for reference 12.

Q2. Will booths be positioned adjacent to each other?

A2. The U.S. booth will not be adjacent to any other.

Q3. Are there defined entry and exit points for visitor flow?

A3. The main entrance to Aldea Global will be through Puerta de los Leones, however, people can get to the booth from any direction.

Structure & Overhead Coverage Q4. Will there be any existing overhead structure (tent, roofing, or covering) provided for the booth area?

A4. Yes, the roof will be made of vulcanized canvas (lona vulcanizada).

Q5. Or is the contractor expected to design and build the full structure, including overhead protection?

A5. No, the structure will be provided by Aldea Global.

Q6. Will there be space behind the booth that allows for back-of-house access (for staff, supplies, food, and beverages)?

A6. Behind the booth there will be a storage room of 1x12 meters that will be accessible through the inside of the booth.

Installation & Dismantling Schedule Q7. How many days are allocated for booth setup prior to the event?

A7. Installation may start on Sunday June 7 at 7:00am and will go on through Tuesday at 6:00pm, at which time, everything must be ready.

Lighting Q8. Will general area lighting be provided by the venue/event organizers?

Or is the contractor responsible for:

· Booth lighting

· Surrounding ambient lighting for visitor circulation?

A8. The contractor will only be responsible for booth lighting, making sure logos and important information is properly lit inside the booth.

Power & Electrical Q9. Will electrical power be provided on-site?

· If so:

· Where will power distribution points be located?

· What is the available voltage and capacity?

· If power is not provided:

· Should the contractor supply generators?

· Are there any specifications or restrictions for generator use?

· Are there designated areas for generator placement?

A9. Electrical power will be provided on site. 120V. As per Aldea Global’s indications, there will be no need for additional power generators.

Electrical Equipment (Kitchen Area) Q10. Are there specific requirements for:

· Microwave power capacity?

A10. Between 1.2-2.2 cubic feet Q11. Type of grills (induction vs. standard electric)?

A11. Standard electric Q12. Preferred brands or models?

A12. None Food & Beverage Operations Q13. What type of food and beverages will be served?

A13. The required beverages to be provided by the contractor are water bottles and canned sodas.

Q14. What volume of beverages should be expected for cooling/storage?

A14. Enough for approximately 10 people every day.

Q15. Should beverages be:

· Stored in visible ice bins for quick access?

· Or in refrigerators behind the counter?

A15. In refrigerators behind the counter.

Q16. How much ice storage capacity should be planned?

A16. Not required Crew Area & Supplies Q17. Will there be a designated private area for staff (crew)?

A17. No Q18. Where should crew food and beverages be stored (behind counter, enclosed area, etc.)?

A18. Behind the counters, in the storage room in the back of the booth, and in the refrigerator.

Q19. What type of food and beverages will be provided for staff?

A19. Only the beverages provided by the contractor.

Visitor Flow & Booth Access Q20. From which direction will visitors approach the booth?

A20. The passageway will be directly in front of the booth.

Q21. Will the booth need to accommodate:

· 180-degree open access (multiple sides)?

A21. No, only open from the front 18 meters.

· Or a controlled entrance/exit point?

No, it will be fully open on the front side.

Q22. Can the booth include a defined entrance feature (portal), or should it remain fully open?

A22. Fully open.

Staffing & Dress Code Q23. Are there any specific requirements for staff uniforms or dress code?

A23. Black dress pants and white button-down shirt.

Branding & Visual Style Q24. What level of branding is expected?

· Highly branded (flags, graphics, strong visual identity) A24. Yes

· Or a cleaner, more minimal aesthetic?

Q25. Could you please confirm whether this project is subject to any domestic sourcing requirements, such as the Buy American Act or Trade Agreements Act?

Specifically, we would like to understand if there are any restrictions regarding the origin of materials, equipment, or services used in the execution of this project.

A25. Is not.

Q26. Can we have the contact information from the company that is building the booth (outside)?

A26. A meeting with Aldea Global will be held once the PO has been awarded.

Q27. Some comments about Insurance?

A27. N/A Q28. Roof are dark or transparent?

A28. Dark Q29. Storage area are additional at Exhibition Area.

A29. Yes, a room of roughly 1x12 meters in the back of the pavilion, only accessible from the inside of the booth.

Q30. Is there a restricted height for the outside structure?

A30. The outside structure will be built by Aldea Global.

Q31. Can you repeat where are you posting all these answers?

A31. SAM.gov Notice ID 19MX5326Q0025 Event Vision & Objectives Q32. How does the Government define success for this event beyond attendance (e.g., diplomatic outcomes, media engagement, partner impact)?

A32. Refer to Section 3.1 and 3.4 of the RFQ.

Q33. Are there specific themes, narratives, or key messages that should be reflected in the event concept and experience?

A33. No.

Q34. How should sponsor visibility be balanced with diplomatic tone and protocol requirements?

A34. N/A

Audience & Guest Experience Q35. Can the Government provide a more detailed breakdown of anticipated attendees (VIPs, diplomatic corps, corporate partners, general invitees)?

A35. No.

Q36. Are there cultural considerations or audience expectations that should inform the experience design?

A36. No.

Venue & Logistics Q37. What are the confirmed setup and teardown windows for the event?

A37. Setup is available from Sunday June 7th at 7:00am through Tuesday June 9th at 6:00pm. Teardown is TBD.

Q38. Are there any limitations related to A/V, or environmental design within the venue?

A38. No.

Q39. Will the pavilion be open on all four sides, or will there be walls or neighboring booths impacting layout?

A39. The pavilion will only be open from the front, the other sides will be walled. It is a standalone pavilion, no immediate neighbors.

Scope Clarification Q40. Will the Contractor interface directly with vendors and partners, or operate through Government representatives?

A40. Through government representatives (ATO personnel) Stakeholder Coordination Q41. Who are the primary decision-makers, and what is the anticipated approval process and timeline?

A41. ATO personnel.

Q42. Are there existing sponsor, partner, or stakeholder commitments already in place?

A42. No.

Program & Content Development Q43. Are there confirmed speakers, dignitaries, or program elements that will inform the run-of-show?

A43. No.

Q44. Should the Contractor provide recommendations for entertainment and programming, or will these be Government-directed?

A44. No, they will be government-directed.

Q45. What type of daily activity or engagement is expected within the pavilion across the 12-day period?

A45. Activities with the public will be held. A full schedule will be provided after PO award.

Security, VIP & Protocol Q46. What level of coordination access will the Contractor have with Government security and protocol teams?

A46. All coordination will be through ATO personnel.

Budget & Financial Parameters Q47. Is there an established budget range or target that should guide planning and execution?

A47. For reasons of fair competition, we are unable to share the estimate.

Post-Event Evaluation Q48. How will event success be measured, and what key metrics are most important for reporting?

A48. Refer to Section 3.1 and 3.4 of the RFQ.

Scope of Work – Booth Design and Construction Reference: Section 1.5.3 (Page 5) Q49. Could you please confirm the authorized dates and working hours for load-in and load-out?

A49. Previously answered in Q37.

Q50. Will the booth space be delivered as raw space, or with any base structure (e.g., tenting, walls, flooring)?

A50. Only a base structure will be provided.

Q51. Are there any height, weight, or rigging restrictions applicable to the booth design?

A51. Please refer to attachment 8 and 9.

Cooking Demonstration Area Reference: Section b) (Page 6) Q52. Are there specific health permits or food handling regulations required for operating the cooking area and handling food/beverages?

A52. No.

Q53. Are there ventilation or extraction requirements mandated by the venue?

A53. No.

Q54. Is water supply and drainage available onsite, or must it be self-contained?

A54. No water supply or drainage available onsite. The contractor must provide the water and manage the drainage.

Utilities, Equipment, and Safety Reference: Section d) (Page 7) Q55. Will main electrical power be provided by the organizer, or should a generator be included?

A55. It will be provided by the organizer.

Q56. What is the available electrical capacity (amperage) per booth?

A56. 120V Q57. What internet speed or bandwidth is required for operations?

A57. Dedicated wifi internet connectivity with a minimum speed of 50 MBPS download and 20 Mbps upload, with sufficient bandwidth to support simultaneous use of audio-visual equipment and operational needs.

Photography and Videography Reference: Section e) (Page 8) Q58. Is daily content delivery required, or only final post-event deliverables?

A58. Daily content is only expected after the opening day. The rest can wait until the end.

Staffing and Operations Reference: Section f) (Page 8) Q59. Are there any security clearance or credentialing requirements for personnel?

A59. No.

Q60. Will general event security be provided by the organizer?

A60. Yes.

Logistics and Storage Reference: Section 1.5.5 (Page 9) Q61. Will additional storage space be available outside of the booth?

A61. Previously answered.

Q62. Is daily restocking during event hours permitted?

A62. Yes, as long as it doesn’t disrupt operations.

Additional Operational Clarifications (Mexico City Team) Q63. Should the pavilion focus exclusively on promoting U.S. food and beverages, or are other cultural elements expected?

A63. The ATO side will focus on food and beverages, the PD area will involve other cultural elements.

Q64. How should the Public Diplomacy area (7m x 4m) function—primarily as a visitor engagement space, and what type of interaction is expected?

A64. Primarily visitor engagement, but other activities yet to be determined will take place.

Q65. Is there an exhibitor manual or guidelines that contractors must follow?

A65. Please refer to Attachment 8 and 9.

Q66. Is the Government expecting a single prime contractor to provide all services (design, build, staffing, and operations), or are team/subcontractor arrangements acceptable?

A66. A single contractor is preferable, but a subcontractors are acceptable.

Q67. Would the Government consider proposals from companies specializing in specific portions of the scope (such as audiovisual services, photography/videography, and promotional/visual content)?

A67. Only if they will cover the full scope. The PO will be awarded to only one contractor who will fulfill everything.

Q68. Are there any specific requirements or preferences regarding past performance for similar international or embassy-related events?

A68. No.

Q69. Is there an official RFQ document or statement of work available that outlines full submission requirements, evaluation criteria, and deadlines?

A69. This information is available in SAM.gov, Notice ID 19MX5326Q0025.

Q70. Are site logistics, permits, and local vendor coordination expected to be handled entirely by the contractor?

A70. No.

Water Supply Q71. Is there access to water supply and drainage in the space, or should the system, including the portable sink, be fully self-contained?

A71. Previously answered in Q54.

General Infrastructure Q72. In the image, the stand already appears to have a raised platform floor. To confirm, would our scope only involve installing the final laminated flooring on top of that base?

A72. Correct.

Waste Management Q73. Is there a designated area for waste disposal? If so, where is it located, and what are the guidelines for its use?

A73. Aldea Global will have a designated team that will collect trash at each pavilion.

Sink Installation Q74. Is it possible to install sinks inside the storage area, or are they only permitted within food and beverage stands?

A74. No, the sink must be located in the cooking station.

Use of Refrigeration Q75. Is it allowed to place a medium-sized refrigerator inside the storage area, as well as mini fridges underneath the counters?

A75. Yes.

Audiovisual Production Q76. Are there any volume restrictions or specific guidelines for the audio system?

A76. No.

Q77. Ubicación general del evento con ubicación del stand de la Embajada de USA dentro del mismo.

General location of the event, including the location of the U.S. Embassy booth within the venue.

A77. Refer to attachment 12.

Q78. Conocer los elementos que ya vienen incluidos dentro de su paquete de Aldea Global junto con especificaciones de cada uno.

Details of the elements included in your package of Aldea Global, along with specifications for each.

A78. Refer to attachment 8 and 9.

Q79. Si la estructura general es con truss, saber dimensiones generales, y configuración de la truss. If the general structure uses truss, please provide overall dimensions and truss configuration.

A79. Refer to attachment 10.

Q80. Conocer dimensiones internas para el acomodo de los elementos. Internal dimensions for arranging the elements.

A80. Refer to attachment 10.

Q81. Conocer si internamente van a entregar los espacios con muros o semi muros, o es un espacio vacío. Clarification on whether the space will be delivered with full walls, partial walls, or as an open/empty space A81. Full walls.

Q82. El espacio se entrega con piso o tarima, con o sin acabado. Whether the space will be delivered with flooring or a platform, and if so, whether it includes any finishing.

A82. With unfinished platform Q83. Conocer dimensiones internas para espacios a decorar con imágenes. Internal dimensions for areas designated for image/display decoration.

A83. Refer to attachment 10.

Q84. ¿La Aldea Global proporcionará planta de luz para el funcionamiento general de todos los equipos de cocina? Will Aldea Global provide a power generator for the general operation of all kitchen equipment? Reference images of U.S. booths from previous local events.

A84. Yes.

Q85. ¿Fechas y horarios de montaje?

Setup dates and times.

A85. Previously answered in Q34.

Q86. Conocer imágenes de referencia de stands de USA en eventos locales pasados. Reference images of U.S. booths from previous local events.

A86. Refer to attachment 13,14 and 15.

Q87. Conocer el branding o materiales que USA ha ocupado en evento pasados. Information on branding or materials used by the U.S. in past events.

A87. Refer to attachment 13, 14 and 15.

Q88. ¿Cuántas pantallas se necesitan? How many screens are required?

A88. Only one 43-inch screen to be placed above the cooking station.

Q89. What is the allocated budget for the project?

A89. For reasons of fair competition, we are unable to share the estimate.

Q90. For the Embassy’s Public Diplomacy stand area, what activities will take place? This will allow us to design something fully functional that meets expectations.

A90. Activities are yet to be determined.

Q91. Are there any design restrictions from Aldea Global regarding the stand?

A91. No.

Q92. Will Aldea Global provide part of the stand structure and we complement it, or should we consider 100% of the stand structure?

A92. The stand structure will be provided by Aldea Global.

Q93. Should the required documentation (Vendor Registration Form, Pricing table, Proof of active SAM registration) be submitted as a single document, or should each document be sent separately?

A93. They can be submitted separately.

Q94. For the kitchen area does personal need to be contracted for serving?

A94. No.

Q95. In the Pre-Conference Meeting, a ‘Storage Area’ was discussed. Seemingly, it was either "on the back of the booth" or "behind the booth". Can you clarify the exact location of this storage area? Is this the Storage Room shown in the visuals from Aldea+Global which is inside the booth / pavilion space? If so, the available booth space is not actually 4m deep, only 3m deep.

A95. The booth space is 4 meters deep. The meter for storage is additional. Refer to attachment 1.

Q96. In the Pre-Conference Meeting, it was indicated that there were (3) booths or pavilion units side by side to comprise the US Embassy area. Does each space have a storage room provided by the organizer (Aldea+Global)? Can we eliminate the storage room or make one bigger if needed? We might need more storage space but would prefer to not have (3) separate storage rooms.

A96. Per Aldea Global’s information, it is only one storage room, which cannot be eliminated.

Q97. Is there any racks or shelving inside the storage space provided by Aldea+Global?

A97. No.

Q98. Attachment 1 / Page 11 - Can we eliminate the inside side walls in order to have more open space between the three pavilion units?

A98. There will be no inside side walls.

Q99. Section 1.5.3.A - Can we place more outside illumination if needed? This would be attached and limited to the booth (pavilion) space/walls.

A99. Yes.

Q100. Attachment 1 / Page 11 - If the design needs it, can we install an acrylic side wall to create the illusion of a bigger space? We would like to explore the option of allowing more visibility of the interior space from the outside.

A100. Yes.

Q101. Section 1.5.3.F - Since the booths / pavilions are outdoors with one open side, will the US Embassy or Aldea+Global provide security guards during the night time / closed hours to protect the booth / pavilion spaces?

A101. Yes.

Q102. Section 1.5.3.A and Attachment 1 / Page 11 - Flooring: The visuals seem to show a raised platform and / or steps leading into the pavilion space. Can you provide us with the exact height of the raised platform, and the type of material that it is made from?

A102. Please refer to attachment 10.

Q103. Will it be possible to route electrical or data cables under the platform to various places within the booth area?

A103. TBC.

Q104. Section 1.5.3.D - Water & Drainage: A portable sink is required. Are we responsible for providing and managing the fresh water supply and grey water disposal (tanks and daily pumping), or are there plumbing tie-ins available at the venue? Would you expect to only cold water, or hot water also?

A104. The contractor must provide the water supply. Cold water is fine.

Q105. Section 7.1.G - Site Accessibility: What are the exact load-in (setup) and load-out (dismantle) dates, times, and access conditions? Will we have vehicle access directly to the Puerta de Los Leones entrance for heavy loading?

A105. The loading entrance will not be through Puerta de los Leones. Aldea Global will confirm exactly which entrance later.

Q106. Attachment 1 / Page 11 - Height Restrictions: Are there any maximum height restrictions or line-of-sight rules imposed by Aldea+Global for the booth structure?

A106. The booth structure will be provided by Aldea Global.

Q107. Section 1.5.3.D - Power & Electricity: The RFP requires multiple 110V/220V outlets and support for cooking appliances. Will the venue provide the main electrical drop and cover the power consumption costs, or is the contractor responsible for bringing in temporary power (e.g., generators)?

A107. The venue will provide electricity.

Q108. Section 1.5.3.D - Do you need the specifications of the electrical items we might supply? In case the kitchen appliances need to be professional ones, with higher power requirements, what specifications do you want us to provide?

A108. 120V Q109. Section 1.5.3.E - AV Equipment Question - this section states we must produce and format digital materials for 'television screens,' but the SOW does not specify the quantity or size of the screens required. Should we provide 'television screens' in our bid? If so, what quantity, and and what are the preferred dimensions?

A109. Quantity and specs are specified in the RFP.

Q110. Section 1.5.3.D - Internet Access: Regarding the 'reliable Wi-Fi,' are we permitted to use mobile 5G/LTE routers, or are we required to purchase a hardline internet drop from the venue's exclusive telecom provider? Also, how will the Internet connection primarily be used, for streaming videos or live feeds of some type?

A110. Mobile routers are acceptable. It will be used mainly for live feeds and for electronic payments.

Q111. Section 1.2 and 1.5.1 - Event Duration: Section 1.2 and 1.5.1 state the event runs from JUNE 10 to JUNE 21, 2026 (12 days). However, Section 1.5.6 states the actual event will take place from JUNE 10 to JULY 21, 2026. Could you please confirm that the correct period of performance ends on June 21?

A111. Correct Date is June 10 to June 21, 2026

Q112. Section 1.5.3.B - Food Prep Specifics: To ensure we provide adequate ventilation and refrigeration, what specific types of foods will be prepared and sampled during the cooking demonstrations?

A112. Examples include paella and sushi.

Q113. Section 1.5.3.D - Trash Removal: The RFP states we must dispose of trash at least twice per day. Will there be centralized venue dumpsters available for our use, or do we need to contract a private waste removal service to haul waste away from the site?

A113. Aldea Global will offer trash pickup.

Q114. Section 1.4 - Budget Ceiling: Is there an established Not-To-Exceed (NTE) budget or an estimated budget range for this project that you can share to ensure our design concepts align with your financial expectations?

A114. For reasons of fair competition, we are unable to share the estimate.

Q115. Section 1.4.4.A - This section indicates that VAT/IVA is not applicable to US firms. We understand that the US Embassy is exempt from VAT/IVA. For locally sourced goods and services in Mexico that will be procured on behalf of the Embassy as part of the prime contractor’s scope, please confirm whether the Embassy will provide VAT/IVA exemption documentation to support VAT-exempt purchasing in-country.

A115. Tax exemption documentation will not be provided for Mexico.

Q116. Can the Government provide an estimated budget range for this requirement?

A116. For reasons of fair competition, we are unable to share the estimate.

Q117. May a U.S. firm subcontract with a local Mexico City company for on-site services such as booth construction, staffing, and event management?

A117. Yes.

Branding & Graphic Guidelines Q118. Please share the complete U.S. Department of State brand guidelines, including any specific requirements applicable to this project.

A118. Refer to link in Attachment 7.

Q119. Please provide the official logos for Freedom 250 and ATO in high-quality, editable formats (AI, SVG, PNG, etc.).

A119. These will be provided once the PO is awarded.

Q120. Please share any available brand assets, including color palettes, typography, iconography, and other visual elements.

A120. These will be provided once the PO is awarded.

Q121. Is there a specific visual identity for Aldea Global 2026, or is the agency expected to develop a proposal aligned with institutional guidelines?

A121. No.

Q122. If the visual proposal is to be developed by the agency, what level of creative flexibility is allowed within the institutional framework?

A122. Vendor will have full creative flexibility.

Q123. Are there any additional cultural, political, or diplomatic restrictions regarding the use of visual elements beyond the general guidelines?

A123. No.

Strategic Approach of the Booth Q124. While the brief mentions the promotion of food and beverages, could you please clarify the main strategic objective of the booth (e.g., country positioning, commercial promotion, cultural experience, public diplomacy)?

A124. Promotion of U.S. agricultural products.

Q125. Is there a key message or narrative that should guide the visitor experience?

A125. Promotion of U.S. agricultural products.

Design & Space Experience Q126. Are there additional guidelines from the event organizers regarding maximum heights, permitted materials, or structural restrictions?

A126. Refer to attachments 10 and 11.

Q127. Are there any expectations regarding visitor flow or maximum capacity within the booth?

A127. No.

Q128. For the area in front of the cooking station, is there a preferred or expected use (e.g., activations, interaction, tastings)?

A128. No.

Operations & Staffing Q129. Is it required for on-site staff to be bilingual (Spanish/English)?

A129. No.

Q130. Will there be any protocol or diplomatic presence that may require special operational considerations?

A130. No.

Logistics & Daily Operations Q131. Will an event or venue operations manual be provided?

A131. Yes, please refer to attachment 8 and 9.

Q132. Are there specific schedules or restrictions for loading and unloading?

A132. Previously answered Q37.

Safety & Compliance Q133. Are there any additional safety or civil protection requirements from the event organizers or local authorities?

A133. Please refer to attachments 8 and 9.

Q134. Will the client handle the required insurance policies, or should these be included within the contractor’s scope?

A134. Insurance is not included in the scope.