26Q0009_VenueDecorServices_FOJ_2026.pdf

FOJ Celebration-2026 19PM0726Q0009

TABLE OF CONTENTS

RFQ #19PM0726Q0009

VENUE DECORATION SERVICES FOR THE USA INDEPENDENCE DAY 250th

ANNIVERSARY CELEBRATION

SECTION 1 - THE SCHEDULE

1. PERFORMANCE WORK STATEMENT

2. PRICING

CONTINUATION TO SF-1449, RFQ NUMBER 19PM0726Q0009

I. STATEMENT OF WORK

II. SECURITY

III. STANDARDS OF CONDUCT

IV. LAWS AND REGULATIONS

V. INSURANCE

VI. VENUE SAFETY COORDINATION

VII. LOGISTICS

VIII. CANCELLATION POLICY

IX. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

SECTION 2 - CONTRACT CLAUSES

SECTION 3 - SOLICITATION PROVISIONS

SECTION 4 - EVALUATION FACTORS

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

ATTACHMENT #1 – MAP OF VENUE SPACE

ATTACHMENT #2 – EVENT SPACE LAYOUT

ATTACHMENT #3 – VISUAL REFERENCE FOR CREATIVE DECOR CONCEPT

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449, RFQ NUMBER 19PM0726Q0009

PRICES, BLOCK 23

1. PERFORMANCE WORK STATEMENT

A. The Contractor shall provide decorations and other services for the United States

Embassy Panama’s for the USA Independence Day 250th Anniversary Celebration to be held on July 2, 2026 (Event), including furnishing all labor, material, equipment, and services. The price listed below shall include all labor, materials, insurance (see

FAR 52.228-4 and 52.228-5), overhead, and profit.

B. The Government will pay the Contractor the firm-fixed price for the non-personal service contract described in the Scope of work.

C. Location and Time:

▪ Place: Biomuseo, Panama City, Panama.

▪ Event date: Thursday, July 2, 2026.

▪ Time: From 7:00pm to 12:00am.

D. Services provided shall include the following deliverables:

▪ Deliverables for CLIN 001– Decoration Services

▪ Deliverables for CLIN 002 – Decoration of Food and Beverage Stations

▪ Deliverables for CLIN 003 – Furniture / Furnishings

▪ Deliverables for CLIN 004 – Portable Restrooms

▪ Deliverables for CLIN 005 – Tents, Carpeting and Flooring

▪ Deliverables for CLIN 006 – Fireworks

▪ Deliverables for CLIN 007 – Lighting and Electrical

▪ Deliverables for CLIN 008 – Labor and Installation

▪ Deliverables for CLIN 009 – Additional Services/Other Costs

E. All prices should be in U.S. Dollars.

2. PRICING

* Offerors shall provide a separate detailed cost breakdown (disaggregated pricing) for all line items

(CLINs) marked with an asterisk (*), as part of their price proposal submission.

Standard Services

CLIN 001 – Decoration Services

Description QTY UOM Unit Price Sub-Total

Decoration services, including drapery, decorative fixtures, floral arrangements and dressing of event spaces (El Salon, Terraza, Prado del Canal) and structures). (Refer to SOW) *

1 all $ $

CLIN 002 – Decoration of Food and Beverage Stations

Description QTY UOM Unit Price Sub-Total

Install and set up the food and beverage stations, including decorations aligned with the event theme.

(Refer to SOW). *

1 all $ $

CLIN 003 – Furniture / Furnishings

Description QTY Unit Unit Price Sub-Total

Including tables, cocktail tables, lounge seating, side tables, bar stations, and related furnishings.

(Refer to SOW). *

1 all $ $

CLIN 004 – Portable Restrooms

Description QTY Unit Unit Price Sub-Total

Climate-controlled, luxury-style portable restrooms that include hand-washing sinks.

2 each $ $

Single portable restrooms with interior accompanying handwashing stations.

4 each $ $

CLIN 005 – Tents, Cooling Solution, Carpeting and Flooring

Description QTY Unit Unit Price Sub-Total

Large, air-conditioned, transparent tent (approximately 15m ×

18m) with integrated interior lighting and hard flooring. * 1 each $ $

Transparent tent (6m × 12m) with cooling solution and integrated interior lighting for the “Roaring Twenties Lounge.”

1 each $ $

CLIN 006 – Fireworks

Description QTY Unit Unit Price Sub-Total

Waterproof fireworks at Veracruz (9-minute display) Refer to

SOW for specs.

1 all $ $

CLIN 007 – Lighting and Electrical

Description QTY Unit Unit Price Sub-Total

Provide as needed for decoration setup, if applicable. 1 all $ $

CLIN 008 – Labor and Installation

Description QTY Unit Unit Price Sub-Total

Delivery, setup, on-site staffing, and breakdown. 1 all $ $

CLIN 009 – Additional Services/Other Costs

Description QTY Unit Unit Price Sub-Total

Contractor shall identify, itemize, and include in its proposal any additional services or costs not captured in the SOW.

1 all $ $

Grand Total $

VALUE ADDED TAX.

Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

CONTINUATION TO SF-1449, RFQ NUMBER 19PM0726Q0009

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

I. STATEMENT OF WORK

The U.S. Embassy Panama will host its USA Independence Day 250th Anniversary Celebration on July 2, 2026, and is seeking a contractor to provide event support services, including decorations services, cocktail hall furnishings, drapery, chandeliers, bar and catering stations décor, fireworks, tents, portable restrooms, red carpets, and climate-controlled systems. The celebration will bring together distinguished guests to commemorate U.S. Independence Day while highlighting the strong bond between the Government of the United States and the

Government of Panama, as well as the close relationship between the U.S. Embassy and the many dedicated expatriates, non-governmental institutions, and business partners in Panama.

The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and non-personal services necessary to perform the support as defined in this

SOW.

After the contractor is selected and awarded, the Embassy contracting officer (Embassy CO) and the Contractor’s point of contact (Contractor POC) will discuss the statement of work (SOW) and Contract requirements, including deliverable products, delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations, or access requirements, and/or environmental, safety and health requirements.

Additionally, the Contractor POC shall meet weekly with designated Embassy points of contact

(Embassy POCs) for updates and to review contractor performance.

Date and time for the event:

▪ Date: Thursday, July 2, 2026.

▪ Time: From 7:00pm to 12:00am.

o Order of the Event (approximate)

• 7:00 pm: Reception, cocktail, and food service begins

• 7:45 pm: Ceremony begins

• 9:30 pm: Fireworks

• 10:00 pm: Reception continues

• 12:00 am: Event concludes

1.General information:

1.1. Event Location (Venue): The Event will be held in the Biomuseo’s event space (the Captain’s

Club and surrounding gardens). A map of the Venue is found as an annex to this SOW.

Prospective Offerors will be able to visit the Event space with Embassy POCs at a designated date and time.

1.2. Nature of the Event: The Event will celebrate the 250th anniversary of the founding of the

United States of America. It is also the flagship event of the Embassy’s Freedom 250 campaign with distinguished guests to recognize the strong ties between the U.S. Government and the Government of Panama, and between the U.S. Embassy and the many dedicated expatriates in non-governmental organizations and businesses.

1.3. Event Theme: The Event theme is “The Golden Age and American Greatness Through the

Eras” (Theme). The Event should include unique, high-end decor that reflects sophistication, glitz, and glamor.

1.4. Event Spaces (Reference event space layout in the annex)

1.4.1. Indoor Area: The main protocol ceremonial act will take place in this area.

1.4.2. El Salon del Biomuseo, 600 m2, maximum capacity 400 people in cocktail setup, space includes three internal female and male restrooms.

1.4.2.1. This space will include a pre-installed 7m x 4m main stage and a press riser for media coverage (measurement to be determined).

1.4.2.2. Terraza del Canal, 215 m2, maximum capacity 200 people in cocktail setup, roofed area with open airflow, external restrooms include four female and male restrooms.

1.4.3. Outdoor Area: The main live music acts will take place in this area.

1.4.3.1. Prado del Canal, 620 m2, maximum capacity 300 people in cocktail setup

1.4.3.2. This space will include a pre-installed 7m x 4m stage for the entertainment act (outdoor stage).

1.4.3.3. Higueron, 200m2, maximum capacity 150 people. (This space is reserved with intended limited use due to weather probability)

1.5. Check-in Areas: Two check-in areas should be provided outside of the Venue, one for VIP guests and one for other regular guests.

5.1 Parking Areas: On-site parking shall be provided for VIP guests. Other guests and service providers shall park in a nearby public lot and use an authorized shuttle provided by the Embassy to the venue.

1.6. Objectives:

6.1 Commemorate 250 years of United States history and its greatness through the eras.

6.2 Strengthen United States-Panama ties, showcasing the very best of American and Panamanian culture.

1.7. Scope: A provider that fulfills the following prominent characteristics for decorations and other specified accommodations and services for approximately 800 guests.

2. Furnishing & Decorations:

2.1. Proposals:

2.1.1. The Proposal should include a specific or equal set of options for high-quality decorations and furnishing, including but not limited to fabrics, furnishing, drapery, chandeliers, bar stations, catering stations, fireworks, tents, portable restrooms, red carpets, and climate-controlled systems.

2.1.2. Disaggregate all line-item costs, including flowers, furniture, drapery, curtains, bar stations, chandeliers, catering stations, tablecloths, Roaring Twenties lounge setups, fireworks, tents, portable restrooms, red carpet, and climate-controlled systems.

2.1.3. Offerors must also include the following:

✓ Multiple renderings of their vision for decorations and furniture arrangement, including visions for the main hall, the outside area, check-in areas; and

✓ A map showing the intended layout of all furniture, decorations, and catering stations.

✓ All decorations and furniture must reflect the decoration concept discussed in part 2.3 below (Decoration Concept).

2.2. General Furniture Arrangement: Furniture should be primarily standing/cocktail setup for about

800 guests hosted at the Venue. It should include very limited lounge-style seating. The furniture setup should encourage guest movement and socializing across indoor and outdoor

Venue spaces. Approximately 30-40 high-top cocktail tables spaced within the indoor area and tented outdoor area. High-quality 5-10 single to 3-seater chairs and sofas spaced within the indoor area and tented outdoor area without blocking any cocktail tables. These areas should have small end tables accompanying them. The loungers are to be neutral with gold accents.

Selection of furniture to be determined upon award. All furnishings should be in acceptable, non-tarnished, and clean condition.

2.3. Decoration Concept:

2.3.1. The Theme is “The Golden Age and American Greatness Through the Eras” The colors white (or ivory) and gold with flag-themed highlights of deep red and deep blue should be incorporated throughout. The creative concept for the Event must include chandeliers, gold accents throughout the space, wall and overhead space coverings, and Mar-a-Lago-inspired style furnishing, with limited high-end flower bouquets. The concept design must reflect at least 80 percent of the components in the visual provided in the annex and fully align to the nature of the Event and objectives as detailed in part 1 of this SOW. Services must include 2D and 3D modeling of the main areas to visualize final layout and distribution, samples of material used (e.g. linens for table coverings), and other photos of furniture and material for use.

2.3.2. The Proposal should include decorations for the overhead space, walls, stages, post-determined graphic design structure, and tables for all designated Event spaces.

2.3.3. Create a unique, high-end event design utilizing an array of design elements to create a sophisticated glitz and glamor experience. The quality of the products should reflect the importance of the Event – the 250th anniversary celebration of the United States of

America, the U.S. Embassy’s largest and most important diplomatic representational event in 2026.

2.3.4. Set up without obstructing the view toward the main stage.

2.4. Tenting:

2.4.1. Provide a large, air-conditioned transparent tent (approximately 15m x 18m) with integrated lighting and hard flooring to accommodate inclement weather while ensuring guests have an unobstructed view of the fireworks and entertainment stage.

2.4.2. Provide a 6m × 12m with cooling solution, transparent tent with integrated lighting for the “Roaring Twenties Lounge.” (Placement and flooring to be determined).

2.5. Check-in (VIP and General) and VIP Areas:

2.5.1. Two check-in areas must be prepared outside of the entrance to the Venue, each with its own entrance into the Venue. The check-in areas should be clearly marked as “VIP Check-in” and “General Check-in.” Lines for the check-in areas should be delineated using rope barriers or divisors.

2.5.2. Signage for guests shall be provided as follows:

(a) one sign (with stand) for Uber, taxi, or parking shuttle arrival/ drop offs and

(b) two signs (with stands) for the shuttle.

2.5.3. The VIP check-in area should be near the main entry area of the Venue, to include two cocktail tables with tablecloths and four cocktail height chairs (two for each table).

2.5.4. The regular check-in area should include two (2) long tables with tablecloths and four (4) regular height chairs (two for each table). The check-in area should be outside. Provide tent covering for at least two long tables with internal lighting.

2.5.5. Both check-in areas will need access to electricity, including extension cords and cords covers.

2.5.6. Provide appropriate security barriers around the perimeter of the Venue to ensure access occurs only through the check-in areas.

2.5.7. Provide or coordinate with Venue the furnishing of two designated holding areas – one for the U.S. Ambassador and one for the senior representative of the Government of

Panama. Each holding area should have at least 2 lounge chairs and a coffee table. At least one must contain or be near a private bathroom.

2.5.8. Provide or coordinate with Venue the furnishing of a holding area for the performers.

2.5.9. The check-in area will be staffed by Embassy personnel and at least one staff member from the Offeror company.

2.6. Graphic Design and Printing: The decorator’s scope shall include the planning, placement, and integration of externally provided, prefabricated graphic fixtures within the overall event décor scheme, including VIP and general guest entrance areas and other designated locations throughout the venue.

2.7. Banquet/Reception Hall Floor Plan, Seating Arrangements, and Table Settings:

2.7.1. Provide cocktail tables with décor and coverings placed throughout the Venue.

2.7.2. To ensure maximum mobility, only limited lounge seating options should be provided in the Venue, primarily for guests with limited mobility. Please include signage for fifty percent of the lounge seating to be reserved for those with limited mobility.

2.7.3. Food and beverage stations should be spread throughout the Venue (with approximately half in the main hall and half throughout the outdoor space) to encourage guests to maximize the use of all the spaces available.

2.7.4. There should be at least four (4) food and four (4) bar stations. The contractor shall furnish, install, and set up the food and beverage stations within the indoor and outdoor event area.

The contractor’s scope is limited to furniture, fixtures, décor, and spatial setup.

2.7.5. Provide a well-lit and direct path to an open, covered, air-conditioned space for the fireworks.

2.8. Roaring Twenties Lounge: The contractor shall furnish, install, and set up a designated themed lounge within the outdoor event area. The contractor’s scope is limited to furniture, fixtures, décor, and spatial setup.

2.9. Fireworks Display

2.9.1. Provide and display waterproof fireworks at Veracruz, to give the guests the impression of fireworks over the waters of the Panama Canal.

2.9.2. A quotation for a 9-minute fireworks display is requested that it delivers a dynamic and engaging experience for attendees. The program should incorporate a variety of effects, colors, and firing patterns to sustain visual interest throughout the display. Inclusion of unique or specialty elements that create memorable moments is encouraged. These elements should include but not be limited to Roman candles, 5, 4, and 3-inch grenades, professional boxes, whistling tails and a grand finale with more than 250 fireworks at once, all fired with a wireless electronic console. Fireworks should be commercial grade, aerial displays (mortars, for example). They should have waterproof, secure storage.

2.9.3. The fireworks provider must be certified by appropriate Panamanian government authority for commercial fireworks displays, and the location must comply with all fire department/safety regulations established by Panamanian authorities. Any required permits for the Event must be obtained.

2.9.4. Provide a contingency plan and refund information if fireworks cannot be displayed due to inclement weather.

2.9.5. The fireworks provider will be required to coordinate on music and other logistics for the fireworks display.

2.10. Portable Restrooms:

a) Two (2) climate-controlled, luxury style portable –restrooms that include hand-washing sinks

b) Four (4) single portable restrooms with interior accompanying handwashing stations to be placed in various areas of the site.

The contractor will propose a method of placement to maximize availability and accessibility for all guests while minimizing disruptions and odors. The contractor will also propose decoration so as not to detract from the event space’s decor. The contractor will also provide supplies and onsite attendant/technician for the portable bathrooms throughout the event, ensuring restrooms remain clean, serviced, and fully stocked at all times, including an adequate supply of toilet paper, hand soap, and other necessary restroom consumables.

3. Other Specified Accommodation and Services:

1. Propose and provide displays aligned with the theme.

2. Coordinate the following directly with the Venue:

2.1 Any power outlets, power cords, and power cord covers needed for displays and check-in tables. If the Venue is unable to provide these, the Contractor will be expected to furnish them.

2.2 Rope line separators or divisors (as per Part 2.5 - Check-in (VIP and General) and VIP

Area) for VIP and general public entrances and protocol act pathway inside the main room. The rope lines for the protocol act should be removed once the protocol act ends.

Please provide a picture of the type of separators to be used.

3. Install and remove all decorations, design, print, and other equipment used for the Event in coordination with the Venue, from June 30 to July 3, 2026.

4. All set-up and decorations for the event must be completed at least five hours prior to the event’s starting time of 7:00 p.m. (that is, by 2:00 p.m. on July 3, 2026), to allow sufficient time for security checks prior to the event. After this time, all personnel entering the premises will be screened. No new vehicles or equipment will be allowed on the premises after the security check has been completed.

5. Collaborate with the Embassy POCs for other needs.

6. As needed, coordinate with third party contractors regarding the Venue, production, entertainment, catering, beverages, bar service, shuttling services, security, and other services.

II. SECURITY

General. The Government reserves the right to deny access to U.S.-leased/operated facilities to any individual. After award, the contractor has five (5) calendar days to provide the names and a clear copy of the ID card or passport on all contractor personnel who shall be used on this contract.

Please include back-up personnel as well. For each car/truck that will enter the premises, the license plate number with a copy of the license is also required.

III. STANDARDS OF CONDUCT

(a) General. The contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The

Government reserves the right to direct the contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

(b) Uniforms. The contractor's employees shall wear clean, neat and identifiable uniforms, although not necessarily identical uniforms.

(c) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

(d) Intoxicants and Narcotics. The contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

All employees shall be in good general health and capable of acceptable performance of their duties.

All employees shall be free from communicable diseases.

IV. LAWS AND REGULATIONS

Without additional expenses to the Government, the contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

The contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

V. INSURANCE

Personal Injury, Property Loss or Damage (Liability). The contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract. The contractor's assumption of absolute liability is independent of any insurance policies.

VI. VENUE SAFETY COORDINATION

The contractor shall meet the performance requirement of providing advisory coordination support with the venue safety personnel to ensure alignment with venue safety procedures, emergency protocols, and occupancy requirements applicable to the event.

VII. LOGISTICS

Deliveries

All deliveries must be completed no later than 2:00 p.m. on July 2, 2026. The contractor must ensure that sufficient time is factored for all deliveries to undergo security screening requirements.

Equipment Set Up and Teardown

All tents must be installed on June 30, 2026; All event equipment shall be delivered and installed no later than 2:00 p.m. on July 2, 2026. The contractor must ensure that sufficient time is factored for all deliveries to undergo security screening requirements. All equipment and any other remaining items must be removed from the event space no later than 11:59 p.m. on July 3, 2026. The contractor shall return the event space to its original condition by July 3, 2026, at 11:59 p.m.

Staff

The contractor provides and manages onsite portable restrooms attendant/technician with coordination of dress code and presentation standards.

VIII. CANCELLATION POLICY

The contractor must provide its proposed cancellation policy and other proposed special terms and conditions.

IX. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

a) This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Embassy POC to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

venue decoration services set forth in the scope of work.

1 thru VIII All required services are performed and no more than one (1) customer complaint is received per day.

b) SURVEILLANCE. The Embassy POC will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the Embassy POC will send the complaints to the Contractor for corrective action.

c) STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per month. The Embassy POC shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 2001), if any of the services exceed the standard.

d) PROCEDURES.

1) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the Embassy POC.

2) The Embassy POC will complete appropriate documentation to record the complaint.

3) If the Embassy POC determines the complaint is invalid, the Embassy POC will advise the complainant. The Embassy POC will retain the annotated copy of the written complaint for his/her files.

4) If the Embassy POC determines the complaint is valid, the Embassy POC will inform the

Contractor and give the Contractor additional time to correct the defect, if additional time is available. The Embassy POC shall determine how much time is reasonable.

5) The Embassy POC shall, as a minimum, orally notify the Contractor of any valid complaints.

6) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the Embassy POC. The Embassy POC will review the matter to determine the validity of the complaint.

7) The Embassy POC will consider complaints as resolved unless notified otherwise by the complainant.

Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the Embassy POC will contact the

Contracting Officer for appropriate action under the Inspection clause.

SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEVIATION JAN 2026), is incorporated by reference (See SF-1449, Block 27A)

ADDENDUM - None

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This purchase order or BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/far-overhaul/ this address is subject to change.

FEDERAL ACQUISTION REGULATION (48 CFR CHAPTER 1) CLAUSES:

NUMBER TITLE DATE

52.203-19 PROHIBITION ON REQUIRING CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS OR STATEMENTS

JAN 2017

52.204-7 SYSTEM FOR AWARD MANAGEMENT DEVIATION

JAN 2026

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

DEVIATION

JAN 2026

52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-

TIER SUBCONTRACT AWARDS

DEVIATION

JAN 2026

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE DEVIATION

JAN 2026

52.204-19 INCORPORATION BY REFERENCE OF

REPRESENTATIONS AND CERTIFICATIONS

DEC 2014

52.204-90 OFFEROR IDENTIFICATION (DEVIATION

JAN 2026)

52.204-91 CONTRACTOR IDENTIFICATION (DEVIATION

JAN 2026)

52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED,

SUSPENDED, PROPOSED FOR DEBARMENT, OR

VOLUNTARILY EXCLUDED

DEVIATION

JAN 2026

52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED

DOMESTIC CORPORATIONS

DEVIATION

JAN 2026

52.212-4

CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

DEVIATION

JAN 2026

52.222-19

CHILD LABOR—COOPERATION WITH AUTHORITIES

AND REMEDIES

DEVIATION

FEB 2026

52.222-50

COMBATING TRAFFICKING IN PERSONS DEVIATION

FEB 2026

https://www.acquisition.gov/far-overhaul/

52.225-14

INCONSISTENCY BETWEEN ENGLISH VERSION AND

TRANSLATION OF CONTRACT

FEB 2020

52.226-8

ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT

MESSAGING WHILE DRIVING

MAY 2024

52.228-4 WORKERS’COMPENSATION AND WAR–HAZARD

INSURANCE OVERSEAS

APR 1984

52.232-25 PROMPT PAYMENT

52.232-29 TERMS FOR FINANCING OF PURCHASES OF

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOV 2021

52.232-34 PAYMENT BY ELECTRONIC FUNDS TRANSFER-OTHER

THAN SYSTEM FOR AWARD MANAGEMENT

JUL 2013

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

MAR 2023

52.233-3 PROTEST AFTER AWARD DEVIATION

JAN 2026

52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM DEVIATION

JAN 2026

52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS

DEVIATION

JAN 2026

ADDENDUM TO CONTRACT CLAUSES

FAR AND DOSAR CLAUSES NOT PRESCRIBED IN PART 12

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at: https://www.acquisition.gov/far-overhaul/ this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the

Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an

Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

DOSAR clauses may be accessed at: https://acquisition.gov/dosar

DEPARTMENT OF STATE ACQUISITION REGULATION (48 CFR Chapter 6) CLAUSES:

NUMBER TITLE DATE

652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND

ADMINISTRATIVE LEAVE

FEB 2015

652.243-70 NOTICES AUG 1999

652.247-71 SHIPPING INSTRUCTIONS FEB 2015

The following DOSAR clauses are provided in full text:

CONTRACTOR IDENTIFICATION (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

1) Use an email signature block that shows name, the office being supported and company affiliation (e.g. “John Smith, Office of Human Resources, ACME Corporation Support

Contractor”);

2) Clearly identify themselves and their contractor affiliation in meetings;

3) Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

4) Contractor personnel may not utilize Department of State logos or indicia on business cards.

(End of clause) https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl https://acquisition.gov/dosar

652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE) (AUG

1999)

(a) General. The Government shall pay the contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

(b) Invoice Submission. The contractor shall submit their original invoices to the office identified in Block 18b of SF-1449 (see below instructions). To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

After the products/services have been delivered, please submit your original invoice electronically via the MyILMS Payment Portal:

https://mygrants.servicenowservices.com . Uploading the invoice to this new portal will allow you to track the payment status of your submitted invoice. If you experience difficulties with the portal, please send the electronic invoice directly to Finance at

PNMFMOINV@state.gov , referencing the Purchase Order number.

If payment has not been received within 30 days of invoice submission, please contact the Office of Financial Management (FMO) via email at PNMFMOINV@state.gov , including both the Purchase Order and Invoice numbers.

If you do not yet have an account on the MyILMS Payment Portal to upload your invoices, we recommend that you create one to track the payment status of each of your submitted invoices:

(c) Contractor Remittance Address. The Government will make payment to the contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

(End of clause)

DOSAR 652.239-801 DISCLOSURE OF AI USE CLAUSE (DEVIATION) (SEP 2025)

(a) Definitions. As used in this clause-

Artificial Intelligence (AI): The term "artificial intelligence" has the meaning provided in Section

238(g) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019.

i. This definition of AI encompasses, but is not limited to, the AI technical subfields of machine learning (including deep learning as well as supervised, unsupervised, and semi-supervised approaches), reinforcement learning, transfer learning, and generative AI.

ii. This definition of AI does not include robotic process automation or other systems whose behavior is defined only by human-defined rules or that learn solely by repeating an observed practice exactly as it was conducted.

https://mygrants.servicenowservices.com/ mailto:PNMFMOINV@state.gov mailto:PNMFMOINV@state.gov

iii. For this definition, no system should be considered too simple to qualify as covered AI due to a lack of technical complexity (e.g., the smaller number of parameters in a model, the type of model, or the amount of data used for training purposes).

iv. This definition includes systems that are fully autonomous, partially autonomous, and not autonomous, and it includes systems that operate both with and without human oversight.

(b) Disclosure of AI Use in Contract Performance. When the Contractor or any of its subcontractors, vendors, or agents intends to incorporate AI into the performance of the contract, the

Contractor shall provide the following disclosures in its offer:

Disclose the intended use of AI and provide a description of the AI system or capability and its purpose within the contract scope; specify whether the system was developed internally, acquired from a third party, or is publicly/commercially available; indicate if the AI system will process PII or be used in ways that may affect privacy, civil rights, safety, or public interaction; detail the governance, oversight, and human-in-the-loop mechanisms to be applied; and describe any applicable testing, evaluation, risk management, or bias mitigation measures that have been or will be implemented.

These disclosures must be updated promptly to the Contracting Officer during the period of performance upon any new use of AI or significant material change to the existing AI capability, its functionality, its use case, or its data inputs/outputs during the life of the contract.

The Government reserves the right to review the proposed AI use, request additional safeguards or controls, and/or disallow its use if it is deemed inconsistent with agency policy, legal requirements, or federal AI governance standards.

(End of Clause)

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

(a) The contractor warrants the following:

(1) That it has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

(2) That it has obtained all necessary licenses and permits required to perform this contract; and,

(3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

(b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph

(a) of this clause.

652.239-804 UNBIASED AI PRINCIPLES FOR LARGE LANGUAGE MODELS (LLMS) AND

MINIMUM THRESHOLD TRANSPARENCY PROVISION (DEVIATION) (MAR 2026)

(a) Definitions. As used in this clause-

Artificial Intelligence (AI): The term "artificial intelligence" has the meaning provided in Section 238(g) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019.

i. This definition of AI encompasses, but is not limited to, the AI technical subfields of machine learning (including deep learning as well as supervised, unsupervised, and semi-supervised approaches), reinforcement learning, transfer learning, and generative AI.

ii. This definition of AI does not include robotic process automation or other systems whose behavior is defined only by human-defined rules or that learn solely by repeating an observed practice exactly as it was conducted.

iii. For this definition, no system should be considered too simple to qualify as covered AI due to a lack of technical complexity (e.g., the smaller number of parameters in a model, the type of model, or the amount of data used for training purposes).

iv. This definition includes systems that are fully autonomous, partially autonomous, and not autonomous, and it includes systems that operate both with and without human oversight.

Large Language Model (LLM): The term “LLM” means a large language model, which is a generative

AI model trained on vast, diverse datasets that enable the model to generate natural-language responses to user prompts.

Unbiased AI Principles. It is the policy of the United States to promote the innovation and use of trustworthy AI. To advance that policy, agency heads must, consistent with applicable law and in consideration of guidance issued by OMB Memorandum M-26-04, procure only those LLMs developed in accordance with the following two principles (Unbiased AI Principles):

• Truth-seeking: LLMs must be truthful in responding to user prompts seeking factual information or analysis. LLMs must prioritize historical accuracy, scientific inquiry, and objectivity, and must acknowledge uncertainty where reliable information is incomplete or contradictory.

• Ideological Neutrality: LLMs must be neutral, nonpartisan tools that do not manipulate responses in favor of ideological dogmas. Developers must not intentionally encode partisan or ideological judgments into an LLM's outputs unless those judgments are prompted by or otherwise readily accessible to the end user.

(b) This provision applies to any solicitation or order in which the offeror proposes to develop, provide, integrate, resell, deploy, operate, or otherwise make available generative AI capabilities, including LLMs, whether proprietary, open-source, or third-party, and whether directly or indirectly through standalone LLMs or generative AI capabilities integrated in software products or services.

Offerors must provide sufficient documentation to demonstrate transparency regarding the proposed

LLM. At a minimum, Offerors must submit the following as part of their submission:

Requirement for Compliance. The offeror must ensure that any proposed LLM complies with the

Federal Government’s Unbiased AI Principles, as required by OMB Memorandum M-26-04, and with

Executive Order 14319, to the extent applicable to the offeror’s role and the proposed solution. The offeror must provide sufficient information to enable the Government to assess whether the proposed

LLM aligns with these requirements, consistent with the offeror’s position in the AI software supply chain and its relationship to the original LLM developer.

Information to Support Compliance Determination. To support the Government’s compliance determination, the offeror must submit documentation or descriptions addressing relevant governance, risk management, and technical or operational controls applied at the model, system, and/or application level, as appropriate.

The scope, depth, and form of information required must be proportionate and may vary based on:

1. The offeror’s role as an original LLM developer, reseller, system integrator, platform operator, or other intermediary; and

2. The degree of access the offeror has to information provided by the original LLM developer.

Offerors closer to the original LLM developer are generally expected to have access to, and provide, more comprehensive information than those further downstream in the supply chain.

Third-Party and Intermediary LLM Providers. When the offeror is not the original developer of the LLM, the offeror must, to the extent practicable:

1. Identify the roles of the entities involved in the development, deployment, and distribution of the

LLM;

2. Describe the extent of documentation, assurances, or collaboration available from the original

LLM developer; and

3. Provide all information reasonably available to the offeror that is relevant to assessing compliance with the Unbiased AI Principles and Executive Order14319, including disclosure of material limitations on access to model-level or developer-held information.

The Government acknowledges that the availability of information and the ability to implement or influence model-level controls may depend on the willingness of the original LLM developer to cooperate through third-party distributors or integrators. However, sufficient documentation must be provided to establish compliance with the Unbiased AI Principles.

Protection of Proprietary and Sensitive Information. Nothing in this provision must be construed to require the disclosure of sensitive technical data, proprietary information, trade secrets, or intellectual property-such as specific model weights or confidential implementation details—where such disclosure is not otherwise required by law.

Documentation requests are intended to obtain sufficient information to assess risk management actions, governance practices, and compliance-related controls without compelling unnecessary disclosure of sensitive technical information.

Evaluation and Ongoing Considerations. The Government will evaluate the information provided under this provision solely for purposes of determining alignment with the Unbiased AI Principles, Executive Order 14319, and the suitability of the proposed LLM for the intended use.

(c) Minimum Threshold for Large Language Model (LLM) Transparency.

The Offeror must provide an Acceptable Use Policy, that describes appropriate and prohibited uses of the proposed LLM and explains how the policy applies to the product offering. The Offeror must also provide Model Cards, System Cards, Data

Cards, or a combination thereof, as customarily produced for the proposed LLM, summarizing essential information about the model, system, and/or data, including high-level descriptions of training and post-training processes, identified risks and mitigations, known limitations, and available evaluation or benchmark results. The Offeror must further provide end user resources, such as product tutorials, developer guides, or other user documentation, sufficient to support proper use of the LLM and maximize utility for Government users. Finally, the Offeror must identify a mechanism for end user feedback that enables Government users to report outputs that may violate the Unbiased AI Principles, which may include a designated email inbox, product point of contact, or comparable reporting mechanism.

By submission of its offer, the Offeror represents that it complies with the Minimum Transparency

Requirements for Large Language Models (LLMs), as set forth in OMB Memorandum M-26-04.

Failure to provide the required transparency materials may render the Offeror ineligible for award. The

Government may consider the completeness and clarity of the submitted information in its evaluation of proposals and may require the Contractor to maintain and update these materials throughout the period of performance.

(End of Provision)

652.239-805 MINIMUM THRESHOLD FOR ENHANCED LARGE LANGUAGE MODEL (LLM)

TRANSPARENCY PROVISION (DEVIATION)(MAR 2026)

(a) Definitions. As used in this provision

Large Language Model (LLM) - The term “LLM” means a large language model, which is a generative

AI model trained on vast, diverse datasets that enable the model to generate natural-language responses to user prompts.

(b) Minimum Threshold for Enhanced Large Language Model (LLM) Transparency Provision

The Offeror must provide additional documentation and disclosures directly relevant to enhancing transparency with respect to the Unbiased AI Principles as part of their submission, which may include the following:

The Offeror must describe pre-training and post-training activities that affect the factuality, grounding, and neutrality of LLM outputs, including actions taken to improve accuracy and reliability; the use of system-level prompts that provide natural-language instructions governing model behavior, particularly where information is incomplete, contradictory, or subject to interpretation; categories of outputs restricted through content moderation or safety filters; the use of red teaming or similar methods to continuously assess and mitigate bias; any training or development activities conducted outside the

United States, including the type of activity and country involved; and any modifications or configurations implemented to comply with regulations issued by governments other than the U.S.

Federal Government.

The Offeror must provide model evaluation information relevant to bias, accuracy, and trustworthiness, including results of bias evaluations conducted by or on behalf of the vendor and a description of the methodologies used (such as testing politically oriented prompt pairs), as well as benchmark scores used by the vendor to measure bias, helpfulness, honesty, or accuracy, including performance on ambiguous versus straightforward questions and, where applicable, across multiple languages.

The Offeror must describe enterprise-level controls available to the Government, including governance tools such as configurable system instructions or content filters that supplement base model behavior;

evaluation tools that enable comparison of outputs within a model or across multiple models; and product features that require the model to cite sources or otherwise provide transparency into the provenance of generated outputs.

If the Offeror is not the original developer of the LLM, the Offeror must disclose any third-party modifications or controls applied to the model, including the use of classifiers, system prompts, fine-tuning, content moderation mechanisms, or filtering technologies that affect model outputs.

The Government may consider the completeness, relevance, and clarity of the submitted information in its evaluation of proposals. Failure to provide requested enhanced transparency information may be grounds for exclusion from award. If awarded, the Contractor may be required to maintain and update such information throughout the period of performance.

The obligations in this clause apply to all prime contractors, subcontractors, vendors, and third parties who handle LLMs on behalf of the Contractor and must be flowed down to all relevant subcontracts.

(End of Provision)

Prescription: Insert the following clause in solicitations and contracts, regardless of dollar amount for the procurement of Artificial Intelligence LLMs and or supplies and Services that utilize LLMs directly or indirectly.

652.239-806 LARGE LANGUAGE MODEL (LLM) EXIT AND TRANSITION FOR UNBIASED AI

COMPLIANCE CLAUSE (DEVIATION) (MAR 2026)

(a) Definitions. As used in this provision-

Large Language Model (LLM) - The term “LLM” means a large language model, which is a generative AI model trained on vast, diverse datasets that enable the model to generate natural-language responses to user prompts.

(b) This clause applies when the Contractor provides, integrates, operates, or otherwise makes available an LLM or implements any material update, upgrade, replacement, or modification to the LLM or related training data, architecture, or hosting environment used in performance of this contract.

(c) Right to Discontinue Use. The Government reserves the right to discontinue use of an LLM, in whole or in part, when it is determined that continued use presents unacceptable risk or no longer aligns with the Federal Government’s Unbiased AI Principles as described in OMB Memorandum M-26-04.

Any such determination must be made consistent with applicable law and contract terms.

(d) Notice. Except in cases requiring immediate action to mitigate significant risk, the Government must provide written notice to the Contractor prior to discontinuing use of the LLM. The notice must describe the basis for the determination and the intended scope of discontinuation.

(e) Transition and Exit Support. Upon notice under this clause, the Contractor must provide reasonable and commercially customary transition assistance, including the following, as applicable:

1. Orderly disengagement of the LLM from Government systems or workflows;

2. Return or secure disposition of Government data in accordance with contract requirements; and

3. Documentation necessary to support continuity of operations during the transition period.

Transition assistance must not require disclosure of proprietary information, trade secrets, model weights, or other sensitive technical data, and must be subject to mutually agreed scope, duration, and compensation where applicable.

(f) No Waiver of Contractor Rights. Nothing in this clause must be construed to:

1. Require the Contractor to modify or disclose proprietary models or intellectual property;

2. Expand the Government’s rights beyond those otherwise provided in this contract; or

3. Limit the Contractor’s rights under applicable termination, disputes, or intellectual property…