19NP4026Q0017 Q and A Notice.pdf
PDF 132 KB Posted
- Solicitation number
- 19NP4026Q0017
- Issued by
-
Department of State US Embassy Kathmandu
About this file
This is a Questions and Answers document for RFQ 19NP4026Q0017, a firm fixed price purchase order issued by the U.S. State Department for commercial event design and trade promotion services in Nepal.
The contractor must design and execute a multi-day flagship event in Kathmandu convening 150–250 participants from Nepal and the United States, scheduled for October-November 2026, with a one-year contract period from award and no renewal options. Key deliverables include event planning and execution, stakeholder engagement, sponsorship coordination with public and private sector partners (brands, hospitality companies, wellness businesses, travel operators, telecom firms), pre-event promotional materials targeting U.S. audiences, digital content highlighting U.S. participation and innovation, and a post-event highlight package. The final report must document business deals initiated, investment leads generated, and U.S. company participation and visibility. Prioritized commercial engagement sectors include health and wellness tourism services, beauty and personal care products, fitness programming and equipment, travel and hospitality, wellness consumer brands, health services and technologies, and outdoor and fitness equipment. The contractor must have minimum five years of experience in commercial event design, trade promotion, or investment facilitation with completed assignments of similar scope and complexity within the past five years. Offers must be submitted to KTMContracts@state.gov with solicitation number and description in the email subject, and award will be made to the lowest priced, acceptable, responsible offeror. Value Added Tax (VAT) is priced as a separate line item; proof of SAM registration with UEI number is required; past performance information including client references with contract dates, places of performance, contract values, and contact details from the past three years must be provided; and the contractor must obtain all locally required licenses and permits or provide proof of current possession.
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1. Q: What is the contract period?
The contract will be for a one-year period from the date of contract award, with no one-year options.
2. Q: Where should I submit my offer?
Submit your offer ONLY to email: KTMContracts@state.gov. Do not copy your offer to any other email address. You must mention solicitation/RFQ number 19NP4026Q0017 and description in your email subject.
3. Q: Where should I send questions about the solicitation?
Send questions/queries related to solicitation to pandits@state.gov and copy to KTMContracts@state.gov. Do not copy your offer/quote to pandits@state.gov.
4. Q: What is the expected timeline for this project?
The implementation (tentative) timeline is:
• Mobilization & Planning: July 15-31, 2026
• Stakeholder Engagement & Event Preparation: August-September 2026
• Commercial Platform & Event Execution: October-November 2026
• Partnership & Investment Follow-Up: November-December 2026
• Reporting & Closeout: January 2027
5. Q: How many participants are expected at the flagship event?
The flagship multi-day event in Kathmandu should convene 150–250 participants from Nepal and the United States.
6. Q: What are the minimum experience requirements?
Minimum five years of experience in commercial event design, trade promotion, or investment facilitation. You must provide completed assignments or events within the last five years of similar scope and complexity.
7. Q: Is sponsorship coordination part of the scope?
mailto:KTMContracts@state.gov mailto:pandits@state.gov mailto:KTMContracts@state.gov mailto:pandits@state.gov
Yes, the contractor must identify, solicit, and secure public and private sector sponsors to support the event, including brands, hospitality companies, wellness businesses, travel operators, telecom firms, and other commercial partners.
8. Q: What type of contract is this?
This is a firm fixed price purchase order.
9. Q: How will VAT be handled?
Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.
10. Q: Do I need to provide proof of SAM registration?
Yes, the offeror shall provide proof of SAM registration to include the SAM UEI number.
11. Q: What past performance information is required?
You must provide a list of clients over the past 3 years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses).
12. Q: What are the key deliverables for communications?
The contractor must produce:
• Pre-event promotional materials targeting U.S. audiences
• Digital content highlighting U.S. participation and innovation
• A post-event highlight package showcasing commercial outcomes
13. Q: What should be included in the final report?
The final report must document:
• Business deals initiated
• Investment leads generated
• U.S. company participation and visibility
14. Q: How will offers be evaluated?
Award will be made to the lowest priced, acceptable, responsible offeror.
15. Q: Do I need Defense Base Act (DBA) insurance?
No
16. Q: What licenses and permits are required?
The offeror shall address its plan to obtain all licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.
17. Q: What sectors should be prioritized for commercial engagement?
High-value sectors include:
• Health and wellness tourism services
• Beauty and personal care products
• Fitness programming and equipment
• Travel and hospitality
• Wellness consumer brands
• Health services and technologies
• Outdoor and fitness equipment
File details come from the government source that posted it. Updated .