19VM3025Q0015 - SF18 - In-Store Promotion with Super Market Chain 2025.pdf

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-

SMALL PURCHASE SET-ASIDE (52.219-4)

PAGE

OF

PAGES

1. REQUEST NO.

19VM3025Q0015

2. DATE ISSUED

May 06, 2025

3. REQUISITION/PURCHASE REQUEST NO.

PR15310348

4. CERT. FOR NAT. DEF. UNDER

BDSA REG. 2 AND/OR DMS REG.

RATING

5A. ISSUED BY

General Services Office

Embassy of the United States of America

7 Lang Ha, Hanoi, Vietnam

6. DELIVER BY (Date)

May 15, 2025; 15:00PM local time

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls 7. DELIVERY

X FOB DESTINATION OTHER (See Schedule) NAME

Trang Bui

TELEPHONE NUMBER

AREA CODE

+84 24

NUMBER

38505000

8. TO: 9. DESTINATION

a. NAME b. COMPANY a. NAME OF CONSIGNEE

American Embassy Hanoi

c. STREET ADDRESS b. STREET ADDRESS

7 Lang Ha

d. CITY e. STATE f. ZIP CODE c. CITY

Hanoi

d. STATE

Vietnam

e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE ISSUING

OFFICE IN BLOCK 5A ON OR BEFORE CLOSE OF

BUSINESS (Date)

May 15, 2025 local time

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

1 In-Store Promotion with supermarket chain 2025.

(Please see the following pages for details)

1 packag e

12 DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

b. 20 CALENDAR DAYS

c. 30 CALENDAR DAYS

d. CALENDAR DAYS

NUMBER %

NOTE: Additional provisions and representations [X] are [ ] are not attached.

13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO SIGN

QUOTATION

15 DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS

16. SIGNER

c. COUNTY a. NAME (Type or print)

b. TELEPHONE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) AREA CODE

NUMBER

STANDARD FORM 18

STATEMENT OF WORK

In-Store Promotion to Highlight U.S. Food Products at a Leading Supermarket Chain in Vietnam

A. GENERAL STATEMENT

1. Background:

The Office of Agricultural Affairs at the U.S. Embassy Hanoi plans to partner with a major supermarket chain to run a promotion campaign to promote sales of U.S. food and beverage products, tentatively scheduled for June 18- July 5, 2025. The Promotion Title (Tentative) is “From the Prosperous American

Farms”. The campaign will include store decorations, product displays, advertisements on digital platforms, and conventional channels, product samples and discounts.

2. Budget:

Not to exceed USD 18,000 (eighteen thousand U.S. dollars)

3. Technical Requirements:

The Vendor is required to:

3.1 Promotion Scheme: Vendor will coordinate with its suppliers to develop and implement promotional offers on U.S. food and beverage products participating in the campaign. Example promotional activities include:

Discounts of up to 50% on selected U.S. food and beverage products

Free shipping vouchers

“Buy 1, Get 1” or “Buy 2, Get 1” promotions

Free product sampling

3.2 Eligible Products: All available U.S. food products at Vendor’s outlets, including but not limited to

U.S. grapes, nectarines, peaches, cherries, frozen and fresh potatoes, canned goods (e.g., confectionery, beverages, sauces), wines, frozen and chilled meats (pork, beef, chicken), turkey, dairy products (including cheese), and seafood.

3.3 Participating Locations: All of the Vendor’s outlets in Vietnam. The Vendor may propose a list of participating outlets for review and approval by the U.S. Embassy in Hanoi / Foreign Agricultural

Service (FAS Hanoi).

3.4 USDA Cooperator Participation: Vendor will allow USDA Cooperators to set up promotional booths during the campaign period. FAS Hanoi will provide the list of participating Cooperators.

3.5 Branding and Visibility: The Vendor will be responsible for the design and execution of all branding and visibility materials, including:

Design and production of point-of-sale and marketing (POSM) materials at all participating outlets, in alignment with the campaign theme “From the Prosperous American Farms”

Advertising on in-store LCD screens at all participating locations

Logistics and transportation support for campaign materials

Organization of a kickoff event at a flagship store in Hanoi on June 19, 2025

Media production and livestreaming, including videography and photography

3.6 Digital Marketing and Communications

Vendor will:

Feature the campaign prominently via a main e-banner on its website, directing users to a dedicated landing page or category

Develop and publish at least five campaign-related posts on Facebook

Schedule the posts for peak engagement times across social media platforms

Draft a press release for the campaign, subject to approval by FAS Hanoi prior to distribution

Additionally, the Vendor will arrange for at least 15 editorial articles to be published in traditional media outlets.

3.7 Event Management: The Vendor will organize one official launch event at a flagship store in Hanoi.

Activities will include:

Design, production, and setup of event infrastructure (e.g., backdrop, entrance arch, stage, sound and lighting systems, floral arrangements, banquet chairs, and cocktail tables)

Engagement of an emcee to host the event

Transportation, installation, and teardown logistics

Media invitation, coordination with FAS Hanoi for on-site interviews and media engagement

Sampling of featured U.S. food products, including live demonstrations by a guest chef

Booth setup for USDA Cooperators to conduct in-store sampling during the launch event

3.8 Monitoring and Reporting: FAS Hanoi will serve as the main point of contact to review and approve the Vendor’s proposal and execution plan.

All campaign-related materials—including designs, media content, and press releases—must be approved by

FAS Hanoi prior to production or publication.

Within 10 days of the campaign’s conclusion, the Vendor will submit a final report to FAS Hanoi, which will include:

Photo and video documentation of campaign activities

Media coverage and social media engagement reports

A detailed sales and event performance report

Any additional items mutually agreed upon by both parties

B. PRICING

The Contractor shall provide materials and labor to complete all works specified SOW. The prices listed below in

Vietnam Dong (VND), or US Dollar (USD) if overseas contractor, shall include all labors, materials, insurance, overhead, profit, transportation, and all anticipated expenses.

No. Work Description Unit Price Quantity Total in

VND

Notes/ Explanation

1. Branding and Visibility

1.1 Design fees for all the point-of-sale

and marketing (POSMs) materials at the participating outlets during the promotion period, including the design work for the Launch Event mentioned in section C.

1.2 Production of point-of-sale and

marketing (POSMs) material at all participation outlets, in alignment with the campaign theme: "From the prosperous American Farms", item including:

- Leaflet

- Shelf-talker / wobblers

- Banner (dimension: XX x XX m)

- Standees

- Decoration for promotional islands for the U.S. featured products

1.3 Advertising on in-store available LCD

screens at all participating locations

1.4 Logistic and transportation cost for

delivering the POSMs

2. Digital marketing and communications

2.1 Feature the campaign prominently via

a main e-banner on its website, directing users to a dedicated landing page or category

2.2 Develop and publish at least five

campaign-related posts on Facebook and/or Vendor's social media channels

2.3 Draft a press release for the campaign

(subject to approval by FAS Hanoi prior to distribution)

2.4 15 editorial articles to be published in traditional media outlets

3. Event Management: One official Launch Event (Kick-off Event) in Hanoi on June 19, 2025 (tentatively)

3.1 Production fee for all the related

POSMs for the Launch Event and setup of event infrastructure including:

- Backdrop

- Welcome entrance arch

- Audio and Video system

- Flowers

- Chairs and tables

- Ribbon and other props for the opening

- Photo props

- Videography

- Photography

- Engagement of an emcee to host the event

- Transportation, installation, and teardown logistics

3.2 Media and guests’ invitation

3.3 Sampling event of featured U.S. food

products, including live demonstrations by a guest chef

3.4 Booth set-up and decoration for the

live cooking demonstration by a guest chef

3.5 Other

SUB-TOTAL (VAT excluded) (=A+B+C)

VAT

GRAND TOTAL (VAT Included) VND

C. PROCUREMENT TERMS & CONDITIONS:

Vendor must already sell U.S. packaged food products, U.S. meat, poultry, and/or seafood, and at least two different types of U.S. fresh fruit products.

The offeror must be willing to accept Purchase Order from US Embassy Hanoi.

The vendor’s contract is not accepted and signed.

All items’ bids must meet or exceed the specifications listed.

The quotation must be in local currency VND or USD equivalent, firm fixed price to include applicable VAT, and any other anticipated charges.

The selected vendor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account as stated on the invoice.

Any cancellations after PO awarded, only services rendered will be paid.

For US Government rules and regulation reference, please read the attached Commercial Clause document attached.

Offeror’s registration in the System for Award Management (SAM) is required as instructed in the Invitation Letter.

Please send your proposal/quotation no later than 15:00PM on May 15, 2025, local time by email to U.S.

Embassy Hanoi to: Ms. Nguyen Thi Nga - Procurement Agent - Email: NguyenTN4@state.gov .

Thank you for your cooperation.