American English 250 SOW - Final Version.pdf

Statement of Work (SOW)

AMERICAN ENGLISH 250 Exhibition

August 2025

Table of Contents

1. General

1.1. Background

1.2. Objective

1.3. Scope of Work

1.4. Pricing Schedule

1.5. Period of Performance

1.6. Place of Performance

2. Standard Services (Included in Fixed Monthly Price)

3. Temporary Additional Services

4. Deliverables

5. Meetings

6. Travel and Other Direct Costs (ODCs)

7. Government-Furnished Property/Information

Appendix A – Deliverables Chart

1. General

1.1. Background

The Regional English Language Office (RELO) Brazil, based at the U.S. Embassy in

Brasília, promotes high-quality American English language teaching and learning across

Brazil as a tool to increase understanding of U.S. values, policy and culture. RELO Brazil strengthens educational exchanges and fosters innovation in English teaching, positioning

American English as the preferred language for business, science, and education. In 2026, the United States will commemorate the 250th anniversary of its independence through a range of official programs and activities and the American English language is a cornerstone of the country`s founding document.

1.2. Objective

The purpose of this procurement is to acquire contractor to design, develop, manage, and operate one or more exhibitions in Brazil in recognition of the 250th anniversary of American independence with a focus on the American English language, its history, variety (different accents by state) and global reach (its influence in science, pop culture, literature).

The contractor shall provide all labor, materials, facilities, supervision, and management necessary to perform the tasks outlined in this Statement of Work.

1.3. Scope of Work

The contractor shall perform all tasks associated with the design, curatorial services, production, installation, operation, promotion, and dismantling of one or more exhibitions in Brazil.

Tasks include, but are not limited to:

a) Concept & Design –The contractor shall develop a creative and interactive exhibition theme and layout that highlights the American English language, its history, influence in pop culture, arts, literature, sciences and innovation. The design must include schematics, bilingual texts (English and Portuguese), and proposed digital/interactive features, multimedia production (videos, audio, AR/VR) for Contracting Officer Representative, (hereafter COR) approval. The exhibition will feature the following themes:

• History of the American English language through literature and key written documents

• American English in pop culture, music, film, theater

• American English`s varieties within the U.S.

• The influence of American English globally and in Brazilian Portuguese

b) Venue Support & Coordination – The RELO office will identify and secure the exhibition venues.

The contractor shall:

• Provide technical guidance to RELO and venue points of contact (POCs) on space requirements, mounting specifications, and installation procedures.

• Supply all necessary exhibition materials, equipment, and supplies required for mounting, operation, and dismantling.

c) Production & Fabrication – Curate and Produce all exhibition elements, including printed panels, signage, bilingual placards, interactive displays, multimedia, and supporting materials.

d) Logistics & Operations – Manage domestic shipping, transportation, insurance, mounting, and dismounting of the exhibition. Provide staff for installation, daily operation, visitor assistance, security coordination, and dismantling.

e) Marketing & Publicity – Develop and execute a promotional campaign, working closely with the Public Diplomacy Press Section and social media team and RELO

Office. This includes earned media, advertising, social media, press releases, and influencer outreach.

f) Bilingual Delivery – Ensure all exhibition materials and communications are available in American English and Brazilian Portuguese.

g) Rights & Licensing – Secure all intellectual property rights (artworks, images, music, or digital content) used in the exhibition.

h) Branding Compliance – All exhibition materials must follow official U.S. Federal

Government branding requirements as well as the approved branding for

America250. No changes, adaptations, or alterations to U.S. Government or

America250 branding are permitted.

1.4. Pricing Schedule

The contractor shall be responsible for the design, production, logistics, marketing, and operation of one or more exhibitions in Brazil. The contractor shall manage all activities necessary to deliver a comprehensive and professional program, ensuring alignment with U.S. Federal Government and America250 standards. At a minimum, the contractor shall:

• Benchmark planning, design, and execution against prior U.S. Mission exhibitions and cultural programs of comparable size and scope.

• Allocate resources appropriately across project management, fabrication, shipping, marketing, and reporting to ensure timely and effective execution.

• Obtain and manage licenses for copyrighted works (including art, images, and music) that are anticipated for use in the exhibitions.

• Coordinate and conduct domestic travel necessary to support installation, monitoring, and oversight in multiple Brazilian cities.

• Provide contingency planning and resources to address additional requirements related to shipping, promotion, or licensing that may arise during the period of performance.

The contractor shall ensure that all exhibitions are professional, bilingual, and fully branded, delivering high-quality outcomes that meet program objectives. All services shall be priced under a firm-fixed-price structure, as detailed in the CLIN pricing schedule below.

Note: The contractor shall ensure all costs associated with property, equipment, materials, and services required to fulfill this contract are incorporated into the CLIN pricing above. The Government will not furnish any property under this contract.

1.5. Period of Performance

The contract will be for a one-year period from the date of award, with one additional one-year option. The initial period of performance is from September 30, 2025, through

September 30, 2026.

Clin Description Unit of

Measure

Rate

(BRL)

Est. No Total Amount

(BRL)

1 Standard Services (Program coordination, reporting, marketing, and oversight of exhibitions)

Month 12

2 Domestic logistics/shipping to additional cities Unit 2 3 Copyrights/licensing (art, images, music) Unit 2 4 Extra promotional/media production Unit 1 5 Travel (domestic only, per FTR) Unit 1 6 Office Supplies/Miscellaneous Unit 1

1.6. Place of Performance

The exhibition(s) shall take place in one or more major Brazilian cities within the states of Distrito Federal, Rio de Janeiro, Pernambuco, Bahia, São Paulo, Paraná, Rio Grande do Sul, and Minas Gerais, where the U.S. Mission has representation, as determined by PDS.

2. Standard Services (Included in Fixed Monthly Price)

The following core services are covered under the fixed monthly base price:

1. Project Management – Day-to-day project oversight, communications with PDS, risk management, reporting, and scheduling.

2. Exhibition Design – Theme development, schematics, bilingual text, curatorial work, and content approval.

3. Printing & Fabrication – Printing of exhibition panels, signage, bilingual placards, and other fixed display elements.

4. Domestic Transportation & Insurance – Local transport of materials between contractor facilities and venues, including insurance coverage.

5. Installation & Dismantling – Labor, materials, and supplies for mounting, maintaining, and dismounting the exhibition. Coordination with venue POCs is required.

6. Exhibition Operation – Staffing during open hours, visitor assistance, maintenance of interactive elements, and coordination with venue staff.

7. Marketing & Publicity – Campaign development and execution, coordinated with the PDS Press Section and Social Media Team.

8. Reporting – Monthly project and financial reports, final project report, and participation in all required status meetings.

3. Temporary Additional Services

Services outside the fixed monthly scope that may be required, priced per installment:

• Additional domestic shipping or logistics for moving exhibition materials between multiple cities.

• Copyright and licensing fees for images, artworks, music, or digital assets.

Production of additional promotional materials or media not included in the baseline communications plan.

4. Deliverables

The contractor shall provide all deliverables in accordance with Appendix A

(Deliverables Chart).

5. Meetings

• Post-Award Kickoff Meeting – Within 10 business days of award.

• Monthly Status Reviews – First week of each month.

• Ad-hoc Reviews – Upon request with 5 days’ notice.

6. Travel and Other Direct Costs (ODCs)

The contractor may incur domestic travel within Brazil to attend meetings, conduct site visits, or install exhibitions. Travel must be pre-approved by the COR and invoiced in accordance with the Federal Travel Regulation (FTR).

7. Government-Furnished Property/Information

The contractor shall be responsible for providing and maintaining any property, equipment, or materials required for the performance of this contract. The Government will not furnish any property under this contract. All related costs shall be included in the fixed price for the entire period of performance.

Appendix A – Deliverables Chart

Deliverable Description Due Date Format Recipient

Exhibition Plan & Schematic

Concept, layout, bilingual texts 30 days after award PDF/Word COR

Venue Support Package

Technical guidance to PDS/venue on space, mounting, and installation needs

45 days after award PDF/Word COR & Venue

POC

Marketing & Communications

Plan

Strategy for promotion and publicity 90 days after award PDF/Word COR

Monthly Reports Activities, risks, planned work Monthly Word/PDF COR Financial Reports Projected vs. incurred costs Monthly Excel/PDF COR

Interim Media Materials

Press releases, social media drafts As developed Digital COR

Exhibition Installation

Fully operational exhibition Launch date Physical COR (site visit)

Operations Reports

Visitor metrics, incidents Weekly during exhibition

Word/PDF COR

Dismantling Report Confirmation of closure and removal 30 days post-close Word/PDF COR Final Report Comprehensive summary & lessons learned 45 days post-close Word/PDF COR