Att 3 Draft Riyadh_PWS_01072026.docx

PERFORMANCE WORK STATEMENT (PWS)

Draft U.S. Pavilion Operations – Expo 2030 Riyadh

1. BACKGROUND

Expo 2030 Riyadh is a World Expo registered by the Bureau International des Expositions (BIE) scheduled to run from 1 October 2030 to 31 March 2031 in Riyadh, Kingdom of Saudi Arabia, under the theme “Foresight for Tomorrow” with sub-themes of Transformational Technology, Sustainable Solutions, and Prosperous People. World Expo 2030 Riyadh will be one of the largest Exhibitions in history, hosted on a purpose-built site covering approximately six square kilometers and expected to attract over 40 million visits and participation from nearly 197 countries. The U.S. Pavilion will serve as the official representation of the United States, advancing American values, culture, innovation, and foreign policy priorities while delivering impactful, memorable experiences to a global audience.

The U.S. Department of State (DoS), Office of the Under Secretary of State for Public Diplomacy and Public Affairs, requires operational services for the USA Pavilion at Expo 2030 Riyadh. The operational partner will manage the full scope of pavilion operations, including staffing, cultural programming, visitor engagement, security, protocol, hospitality, and technical operations. The partner must ensure seamless daily operations, alignment with U.S. values, donor integration, and impactful visitor experiences, supporting U.S. strategic objectives throughout the six-month event. The Pavilion’s size, scale, and operational demands at Expo 2030 far exceed those of specialized exhibitions, requiring a partner capable of managing a large-scale, world-class visitor engagement platform.

2. SCOPE OF WORK

The Contractor shall provide all personnel, supervision, equipment, supplies, facilities, transportation, tools, materials, and services required to operate the U.S. Pavilion at Expo 2030 Riyadh.

The Contractor shall:

· Deliver full operational support across all Pavilion functions.

· Provide staffing, training, workforce management, and uniforms.

· Deliver cultural programming, performances, events, and national day ceremonies.

· Manage retail, F&B, donor/sponsorship fulfillment, communications, protocol, security, utilities, cleaning, maintenance, and decommissioning.

· Meet all performance standards outlined in this PWS and comply with BIE rules, U.S. Government policies, and host-country laws.

3. APPLICABLE DOCUMENTS

· Expo 2030 Riyadh Guidelines.

· BIE Regulations.

4. DEFINITIONS

Contractor – The Pavilion Operator.

COR – Contracting Officer Representative.

ACR – Authorized Client Representative.

F&B – Food & Beverage.

FF&E – Furniture, Fixtures, and Equipment.

5. REQUIREMENTS

5.1 Authorized Client Representative

The Authorized Client Representative (ACR) for the USA Pavilion at Riyadh World Expos must serve as the principal liaison between the U.S. Department of State Expo Unit its Design/Build Contractor but also as the core project management arm for the entire project. The ACR is responsible for ensuring that all pavilion activities, operations, and engagements reflect the strategic priorities, values, and goals of the United States of America. Core responsibilities include oversight of daily operations, adherence to U.S. government directives, compliance with protocol, and alignment of programming with U.S. policy objectives. The ACR must safeguard the interests of the United States, ensure accountability across all functions—ranging from staffing and security to cultural programming and hospitality—and provide clear, consistent guidance to partners and stakeholders. Above all, the ACR ensures the Pavilion delivers a world-class experience that communicates American innovation, culture, and leadership. Authorized Client Rep Member(s) must be in country overseeing construction for the duration of the build period.

Required Results

· Act as the State Department’s Single Point of Authority Governance, sign-offs, and escalations. This is the classic owner’s-rep role: representing the owner’s interests across planning, design, procurement, construction, and operations. This will be in close relationship with the Contracting Officer and/or Contracting Officer Representative (COR).

· Assess costing exercises to evaluate Capital and Operation budgets for the Pavilions up to its removal at the completion of the Expos.

· Define the Project Governance structure regarding communication channels with and between key stakeholders and the wider project team, as well as decision-making protocols.

Program & Planning

· Translate the public-diplomacy objectives into a brief, master schedule, and budget; identify risks and regulatory requirements with the host organizer (BIE/host city) and the U.S. Government’s Expo Unit.

· Develop a detailed analysis of scope to identify gaps in contracts including a Responsible, Accountable, Consulted and Informed (RACI) matrix, seeking approval from the Department of State for additional services.

· Review all existing project briefing documents, alongside current design stage information delivered by the project team to date.

· Highlight gaps in briefing and design information and/or services required to effectively deliver upon the Department of State’s vision for the USA Pavilion.

Procurement & Contract Management

· Help draft and run FAR-compliant competitions (e.g., design-build, exhibit/fabrication, operations/retail/F&B), evaluate proposals, recommend awards, negotiate scope/KPIs, and administer change orders/payment applications. (State is actively using an IDIQ to place “international exposition services” task orders that include 2030 Riyadh operations.)

· Support on approval of the Procurement strategy, making recommendations to the Department of State noting that all final decisions will be Department of State.

· Advise on the requirements of, and the procurement of, any specialist contractors, suppliers or vendors.

· Provide support for Contractor onboarding, including introductions and coordination with the operational planning team, to facilitate the effective delivery and readiness of the USA Pavilion for operational use.

Integration of F&B, Retail, and Operational Design Considerations

· Create a design brief based on the Operational Spaces, and approved F&B concept, Performance, and Retail Concepts for use in the tender of the Design Build. This should take into consideration BIE Guidelines as well as goals of the Department of State for the relevant Expo works. There should be a holistic interplay among structures, narratives, and content across all strands of the pavilion.

Design Management & Compliance

· Coordinate and review all design/exhibit packages to meet BIE and host-nation codes, accessibility, sustainability, security/IT requirements, and U.S. Department of State branding/messaging; manage submissions/permits to the Expo organizer.

Construction/Fabrication Oversight

· Manage scheduling and cost control, conduct site inspections and factory acceptance visits (testing and checking facility and equipment before delivery), oversee quality and safety, coordinate logistics (including shipping and customs), liaise with the Expo site developer, and obtain formal client approvals.

Operational Readiness & Live Operations Interface

· Integration of the Timeline with the Operational Teams

· Commissioning, training, opening-day readiness, daily KPI tracking (visitor flow, program delivery, retail/F&B performance)

· Building Operation & Maintenance (O&M) tickets and schedule of maintenance and building management.

Public-diplomacy Alignment & Reporting

· Ensure programming supports U.S. Public Diplomacy (PD) goals; maintain structured weekly/monthly reporting to the Expo Unit/Commissioner General and interagency stakeholders.

Closeout & Decommissioning

· Project Management of Decommissioning and Deconstruction Period with both Operations and Design/Build teams.

· Lessons-learned report and financial report on original scope vs. final project spend.

1.1. ACR Expected Deliverables

- Escalation and Reporting Structure

- Master schedule

- Risk register

- Design Guidelines

- Compliance matrix (BIE, host nation codes, accessibility, sustainability, security)

- Permit & submission tracker

- Change-control log

- Monthly progress reports (scope/schedule/cost/risk)

- Site visit reports

- Responsibilities Matrix for O&M Between Operator, Build, Facilities Maintenance Provider

- Logistics/Shipping plan

- Building Maintenance Ticket System

- Incident/Action log system

- VIP/protocol coordination plan during build

- Lessons-learned report

5.2 Operational Partner

The operational partner for the USA Pavilion at the Riyadh World Expos must deliver expertise in large-scale event management, cultural programming, branding, visitor engagement, security, staffing, technical operations, protocol, and hospitality. They should ensure seamless daily operations, alignment with U.S. values, donor integration, innovation, and impactful visitor experiences. At all times, the operator is meant to deliver with the United States of America’s best interests and goals in mind as well as prioritize staff, experience, and directives given by the Department of State Expo Unit.

5.2.1 Operational Services – Workforce and Manpower and Staff Welfare Required Results

· Develop and maintain a staffing plan covering pavilion management, hospitality, standard Expo services requirements, and all operational needs, and back-of-house staff.

· Staff Requirements: Mandatory United States Citizenship Staff which require U.S. Department of State Approval and Sign Off (Indicated by asterisk) *Pavilion Director – Must have previous EXPO experience *Pavilion Operations Director – Must have previous Expo experience *Pavilion Deputy Operations Director – Must have previous Expo experience.

Pavilion Protocol Manager Pavilion Media and Communications Manager Pavilion Business and Donor Manager

· For all other positions proposed in Organizational Charts for Riyadh there is a preference for American Staff; however, experience and operational expertise should always be considered.

· Host Requirements: Recruit a Pavilion Host staff that is fully integrated in the overall Pavilion staffing plan. These individuals should be treated the same as all other contractors and held to the same standards at all times although their demographics and backgrounds may be different in experience.

· All Hosts must be American Citizens who have experience in the hospitality space. They should represent the American People with representation from a variety of locations around the United States of America.

· Youth Ambassador Program: Provide training and coordination for up to two Department of State employees at any given time for a duration of one to two months, where they get overall exposure to overall pavilion operations, logistics, media, and protocol.

· These individuals should be treated the same as all other contractors and held to the same standards at all times.

· Travel and salary of these employees will be covered by the department of state.

· Contract shall provide shared housing for these employees for the duration of their program.

· Recruit, hire, and train all staff in line with U.S. State Department protocols and local labor law.

· Ensure multilingual staff availability (English, Arabic, and other high-demand languages that are necessary for the delivery of Riyadh Expo).

· Manage scheduling, rostering, and attendance; ensure coverage for all operational hours.

· Monitor performance and provide corrective action and reporting.

· Have a Workforce and HR Management resource dedicated to the Pavilion that is working onsite at all times for issue resolution and staff welfare management

Performance Standards

· Recruitment plans due 45 days post-award.

· Full staff onboarded 60 days before opening.

· Training plans approved 90 days before opening.

5.2.2 Operational Services – Uniforms

Required Results

· Design, procure, and distribute pavilion staff uniforms aligned with USA branding guidelines and in line with host country cultural norms.

· Maintain a formal look, as well as a standard daily operating look, for all staff to adhere to and be provided.

· Propose laundry care approach or service schedule.

· Ensure staff appearance standards.

· Track uniform inventory, replacements, and repairs.

Performance Standards

· Ensure that all staff are adhering to Unform standards at all times

· Uniforms procured by July 2030.

5.2.3 Operational Services – Reporting, Readiness, and Documentation

Required Results

· Establish standardized reporting templates (daily ops logs, weekly summaries, KPI dashboards).

· Maintain compliance documentation (permits, labor contracts, health/safety certifications).

· Produce incident and risk management reports.

· Deliver a final post-Expo operations report.

· Prepare all staff through tabletop scenario-based training for different examples of behavior, evacuation, emergency, and crisis management.

5.2.4 Operational Services – Furniture, Fixtures, and Equipment

Required Results

· Procure all equipment and supplies necessary to support pavilion operations, staffing, events, and visitor engagement. This includes, but is not limited to:

· Office and Administrative Equipment: Computers, laptops, tablets, printers, copiers, laminators, whiteboards, and other tools required for daily operations and administrative functions.

· Event Management Tools: Event management software, program management tools, podiums, microphones, speakers, A/V system for events space, Host Country and U.S. flags, and related items required for ceremonies and official functions.

· Cleaning and Bathroom Consumables: Cleaning supplies, bathroom consumables (e.g., soap, paper towels, toilet paper), and VIP-grade consumables for high-level guests.

· Kitchenware and Restaurant Consumables: Tableware, stemware, flatware, serving trays, catering service equipment, linens, and other provisions required for food and beverage operations.

· Retail and Restaurant Point-of-Sale Systems: Point-of-sale hardware and software, including mobile ordering platforms, to support retail and food service operations.

· Interpretation, Communication, and Translation Equipment: Headsets, microphones, and other devices to support multilingual communication.

· Media Production Tools: Photography and videography equipment, including cameras, tripods, lighting kits, and editing software.

· Communications Equipment: Radios, Digital Signage, Telephones, local SIM cards, and other telecommunications tools to ensure reliable internal communication.

Performance Standards

· Procurement schedule due 30 days post-award.

· All equipment installed by September 1, 2030.

· Provide FF&E matrix of operational needed items for front of house and back of house spaces for design build partner to procure. please note some of the items need to be the responsibility of the operator to procure. Ensure sustainable procurement, durability, safety, and Expo compliance.

· Maintain an asset register; conduct routine inspections and repairs.

· Oversee dismantling and disposal post-event. (Operator can propose movement of some assets from Belgrade to Riyadh)

5.2.5 Operational Services – Insurances

Required Results

· Procure and manage required insurance (public liability, building & property, etc.).

· Ensure certificates of insurance are submitted to Expo in accordance with all guidelines.

· Manage claims processes if incidents occur.

Performance Standards

· Provide copies of all insurance policies to COR

· Provide report of all claims/incidents to COR monthly

5.2.6 Operational Services – Public Event Days & National Day Concept & Delivery Required Results

· Propose, design, and deliver a U.S. National Day program (ceremonial, cultural, and entertainment components).

· Propose, design, and deliver a program for U.S. holidays, including but not exclusively the 4th of July. (ceremonial, cultural, and entertainment components).

· Coordinate with U.S. Embassy and Department of State for diplomatic/VIP participation.

· Oversee staging, rehearsal, and execution.

· All Gifting

· Provide audiovisual and production support.

· Manage Guest List with invitees categorized and prioritized as per Department of State direction and curation.

Performance Standards

· Event plan due 30 days prior.

5.2.7 Operational Services – Food and Beverage Concept, & Delivery + Catering Services Required Results Develop an F&B concept that reflects U.S. culinary diversity and aligns with State Department messaging. This needs to cover the following:

· Operate Public Bar, with Grab and Go Food This This concept should be based on successful concepts that exist within the Riyadh market which also incorporate American Excellence as well as a unique twist and incorporation to the heritage and connection of the United States of America to the Kingdom of Saudi Arabia. At this time, the State Department does not have an indicative size of our Pavilion but its Public F&B space should be able to have a maximum guest count of 80 members of the public at any time.

1.1.1.1.1.1. Event Hosting Space (100 Pax)

1.1.1.1.1.1.1. Host Services for External Partners, US Businesses, Trade, Commerce

1.1.1.1.1.1.2. Host Services for Internal Events (Department of State and Consulate)

1.1.1.1.1.1.3. Staff Events

1.1.1.1.1.2. Staff Meals and Snack Offering

· Please design based off the guidelines of having an A Class pavilion (25x35meters).

· As part of pavilion design and visitor experience at EXPO 2030 Riyadh, the Department of State may dedicate up to 20% of its pavilion’s floor space to commercial activities. These spaces offer an exciting opportunity to engage with visitors through various retail and dining options, enhancing the overall experience and providing a glimpse into your country’s culture, cuisine and products.

· Event Hosting Space (100 Pax)

· Staff Meals and Snack Offering

· VIP Hosting Space (15 Pax)

· Provide catering for public and private events.

· Provided detailed procurement and design schedule for incorporation into Design Build Partner execution and architectural design team.

· Further fit out additional FFE for all kitchen/service areas; manage staffing and training.

· Provide all serviceware, flatware, banquet serving elements

· Provide all consumables for F&B concept

· Oversee daily operations, Local and Best Practices Food and Food Safety compliance, and surveys of consumers.

· Report on sales with the U.S. Department of State however all profits from the Food and Beverage space for both private and public consumption will live with the operator at all times. Please note that all import, export, royalty, as well as initial dining creation lives with the Operator and the U.S. Department of State will only pay for the physical space that the kitchen, hosting space, event space, and restaurant concept will live in.

· Food sales is not a KPI for the USA Pavilion; however, a present and open public restaurant or F&B offering with competitive price points is expected at all times.

· Highlighting U.S. Exports: The Contractor shall work closely to incorporate raw American export product (i.e., U.S. beef imports) into the menu

· Event Solicitation and Space:

· Create an F&B Event Offering Rate Card and Event Brochure for External Use

· Create an F&B Event Offering Rate Card and Event Brochure for Internal State Department and USG Use

· Utilize an invitation and event system for tracking of all event details as well as invoicing and payments to external event hosts

· Manage all ticket procurement and distribution to external event hosts

· Provide all services of an Event Management Partner to external and internal event organizers for utmost professionalism

· Provide a dedicated member of the team to always be prepared for staffing of the VIP Hosting Space

Performance Standards

· Event plans due 90 days pre-opening.

· Café operational 14 days pre-opening.

· Food safety compliance at all times.

5.2.8 Operational Services – Retail Concept, & Delivery

Required Results

· Design a retail concept for use by architectural Design/Build team to incorporate into their Design and Architectural concept.

· Deliver a retail concept consistent with U.S. branding and IP licensing. This must incorporate a unique concept for both Belgrade that is reflective of market behavior.

· Source and manage retail products (made-in-USA emphasis).

· Oversee store build-out based on concept created and shared with the Design/Build Contractor, POS systems, and merchandising.

· Report on sales with the U.S. Department of State however all profits from the retail store will live with the operator at all times. Please note that all import, export, royalty, as well as initial SKU creation lives with the Operator and the U.S. Department of State will only pay for the physical space that the retail concept will live.

· Retail sales is not a KPI for the USA Pavilion; however, a present and stocked retail store at competitive price point is expected at all times.

Performance Standards

· Store operational 14 days pre-opening.

· Inventory replenished within 48 hours.

5.2.9 Operational Services – Marketing, Press, and Communications Required Results

· Manage social media, website, press relations.

· Produce content in English and Serbian.

· Create Brand Guidelines with collateral designs for the USA Pavilion with a minimum of 3 distinct, diverse Logo options and with core tone of voice and key slogan and messaging development.

· 5 x Pins Per Event

· Donor Pin Design

· Guest Book

· Signage Templates

· Letterhead

· Envelopes

· Printed Menus

· Branded Giveaways (Suggest a minimum of 10)

· National Day Gift

· Commercial General Gift (3 levels of gifting)

· Develop pavilion marketing/PR strategy aligned with Department of State goals and key programming milestones.

· Manage content library

· Manage a complete content library of all photos and elements captured for use but the U.S. State Department at any time

· Manage press relations, media tours, and crisis communication.

· Produce marketing collateral, digital content, and social media assets.

· A minimum of 1 video per week on socials needs to be created

· A monthly summary video is required

· A post event summary video is required

· A National Day Summary video is required

· Deliver post-Expo media impact report.

· Provide ongoing marketing materials that can be used between Expos to maintain interest and relevancy to the importance of International Expositions.

Performance Standards

· Media plan due 30 days post-award.

· 3–5 social posts per day.

5.2.10 Operational Services – Transportation

Required Results

· Coordinate with Expo organizers for access passes and routing and provide logistics support options access of Department of State services to the Expo Site.

Performance Standards

· Provide monthly update of all logistical requests

5.2.11 Operational Services - Venue Management, Security, & Command, Communication and Control Center Required Results

· Manage the USA Pavilion in a safe and secure manner for all stakeholders, staff, and guests from building handover to building return period. This is inclusive of all escalation and points of contact with Expo organizing committee as well as regulations from Expo Organizers.

· Develop pavilion-specific security plan in coordination with State/host security authorities. This will be reviewed by the Regional Security Officer (RSO).

· Staff security control center, surveillance, and incident response for the Pavilion. This should also include both stationary and roaming posts for the Pavilion and its associated assets and interests.

· Manage and train staff on all radio communications devices. Please note that no devices can be in violation of Department of State communications protocols around brands and products.

· Implement access controls, credentialing, and emergency protocols.

· Deliver daily incident/security reports.

· CCTV will be installed by the design/build partners, but operations will be the responsibility of the operational partner.

Performance Standards

· Patrol plan due 15 days before handover.

· Emergency reporting within 2 hours.

5.2.12 Operational Services – Cleaning, Waste, Landscaping, & Pest Control Required Results

· Deliver daily cleaning services (front-of-house, back-of-house, exterior).

· Establish waste management and recycling protocols per Expo sustainability standard and pay for all services of waste removal.

· Maintain inventory of consumables and sanitation supplies.

· Manage indoor and outdoor landscaping concept as well as irrigation and servicing in alignment with design guidelines of the Pavilion. (All initial landscaping will be done by the Design Build Partner).

· Manage all pest control of the Pavilion on a monthly basis or more depending on the environmental factors of the Pavilion design.

Performance Standards

· Daily cleaning compliance.

· Bi-weekly waste logs.

5.2.13 Operational Services – Utilities & Internet

Required Results

· Pay for utility connections (power, water, gas, or any other Expo provided services for the USA Pavilion plots)

· Pay for Wi-Fi connection through third party or Expo Rate Cards. Physical infrastructure will be provided by the Design Build Partner.

· Manage and implement all internet usage policies as well as server guidelines for data protection.

Performance Standards

· Monthly payment proofs.

5.2.14 Operational Services – Commissioner General & Gifting

Required Results

· Support Commissioner General’s office with VIP hosting, protocol, and ceremonial support.

· Ensure that VIP Hosting Space is always prepared for the hosting of guests.

· Procure, inventory, and distribute official U.S. Pavilion gifts.

· This should be 3 tiers of gifts for use during the course of Expo in accordance with expectations of gift giving culture of Expos.

· Track gifting and gift receipts for audit and protocol compliance.

Performance Standards

· All gift-giving actions shall be logged within 24 hours, with monthly gifting reconciliation reports submitted to the COR.

· All three tiers of official U.S. Pavilion gifts shall be fully procured, inventoried, and made available no later than 30 days prior to Expo opening, with zero shortages during VIP or protocol events.

5.2.15 Operational Services – Programming and Performance

Required Results

· Develop daily cultural programming (music, theater, dance, talks) in alignment and consultation with DOS staff to align with U.S. cultural diplomacy.

· Propose a cultural programming concept with a detailed budget that is achievable during the course of Expo. This should be indicative of American Excellence as well as the cultural expanse of different performance styles across the United States.

· Manage artist contracts, rehearsal, staging, and tech support.

· Provide all equipment necessary for performances on a rented stage, or external location (such as the Belgrade American Center) for Expo 2027.

· Provide all equipment necessary for performances on a rented stage, and a permanent personal stage at Expo 2030 Riyadh.

· Deliver weekly/monthly performance schedules as well as summaries

· Create a programming calendar with a minimum of 1000 performances for Expo 2030.

· All proposed performers must be American citizens, reviewed for professionalism, and approved by Expo Unit, prior to a written commitment.

· Performers would be compensated with a max stipend of $200 USD for each day programed (several programs can and should be scheduled during each day as appropriate).

Performance Standards

· Recruitment plans for performers must be submitted within 60 days of contract award.

· Performance schedules must be submitted 30 days before Expo opening.

· Equipment must be installed and operational by September 1, 2030.

5.2.16 Operational Services – Business Events & Donor Curation and Management

Required Results

· Solicit and manage a comprehensive event program to have businesses hosting events in the Event Space. A minimum of 182 events should take place during Expo 2030 across the period.

· Provide a business reach out plan for review and feedback to the Department of State.

· Manage all relationships with Businesses and their interests at the USA Pavilion inclusive of hosting and invitations to Commissioner General Events and Department of State Events

· Curate and manage donor activations in compliance with Department of State gifting guidelines.

· Propose an achievable donor and gifting acquisition concept inclusive of offering, targeted donors, as well as rational.

· Provide donor liaison, reporting, and benefit fulfillment.

· Deliver donor showcase spaces/events.

Performance Standards

· A business outreach plan and donor/sponsorship acquisition concept shall be submitted to the Department of State for review within 60 days of award.

· All donor/sponsorship liaison activities, reporting, and benefit fulfillment updates shall be submitted monthly during Expo operations.

5.3 Donor/sponsorship Program

Required Results The Contractor shall implement a comprehensive donor/sponsorship program that aligns with U.S. Department of State policies, legal standards, and the strategic objectives of the U.S. Pavilion. At a minimum, the Contractor shall:

1. Develop a comprehensive donor/sponsorship matrix and offering structure

· Develop a donor/sponsorship selling and benefits matrix for the solicitation of financial support, gifting, and value-in-kind contributions.

· Define tiered benefits, visibility opportunities, branding rules, and activation pathways applicable to all donor/sponsorship categories.

· Produce high-quality marketing and sales materials describing donor/sponsorship opportunities for:

· Bespoke, targeted outreach

· Broad distribution to interested corporate, nonprofit, academic, or philanthropic entities

· High-level donor/sponsorship engagement and cultivation

· All donor/sponsorship materials must receive prior written approval from the Expo Unit and the Office of the Legal Adviser.

2. Identify and vet eligible U.S. companies and organizations

· Identify, research, and cultivate U.S. companies, organizations, institutions, and philanthropic groups that align with U.S. Government priorities for Expo 2030 Riyadh.

· Submit all prospective donor/sponsorship entities to the formal Department of State vetting process.

· Apply vetting criteria defined by the Department of State, including:

· Alignment with U.S. foreign policy interests

· Reputational and ethical considerations

· Human rights, labor, and compliance issues

· Sanctions and political neutrality checks

· Conflict-of-interest review

· Provide vetting packets and supporting documentation to the COR/Expo Unit as required.

3. Negotiate and execute donor/sponsorship agreements

· Engage prospective donor/sponsorship partners, negotiate terms, and prepare agreements using Department-approved templates only.

· Ensure all donor/sponsorship agreements comply with:

· Department of State policies

· Legal and ethics guidance

· U.S. Government branding, exposure, and messaging restrictions

· Submit all agreements to the COR for approval before execution.

· Maintain complete, auditable documentation for all agreements, amendments, payments, value-in-kind contributions, and activation deliverables.

4. Activate all donor/sponsorship deliverables

· Fully implement all donor/sponsorship benefits outlined in executed agreements, including:

· Recognition and acknowledgement

· VIP or protocol participation

· Event engagement

· Approved product placement or showcases

· Integration into Pavilion communications (within guidelines)

· Provide donor/sponsorship partners with clear activation schedules, required materials, and compliance instructions.

· Coordinate activation activity closely with:

· Operations

· Events

· Protocol

· Media & Communications

· Design/Build

· Security and Visitor Experience

· Maintain a Donor/Sponsorship Activation Tracker, updated weekly and submitted to the COR.

5. Manage all donor/sponsorship activation logistics

· Coordinate all logistics related to donor/sponsorship benefits, including:

· Scheduling and event integration

· Brand placement within approved areas

· Execution during high-traffic or high-visibility dates

· Coordination with Expo organizers and Pavilion operations

· Ensure donor/sponsorship activation complies fully with:

· BIE regulations

· Host country laws (including commercial and cultural guidelines)

· U.S. Government policy and branding standards

· Serve as the single point of contact for donor/sponsorship partners throughout the activation period.

Performance Standards

· Donor/sponsorship matrix and marketing materials delivered within 30 days of contract award.

· Vetting packets submitted within 5 business days of identifying a new prospect.

· Donor/sponsorship agreements executed within 60 days of COR approval.

· Activation plans submitted monthly and updated weekly during Expo operations.

· All donor/sponsorship deliverables fulfilled on time and documented in activation reports.

6. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government will use inspections, checklists, and performance metrics to monitor compliance. Failure to meet standards may result in fee reductions.

7. GOVERNMENT-FURNISHED PROPERTY & SERVICES

- Pavilion structure.

· Base ICT infrastructure.

· Expo credentials and access as provided.

8. SECURITY REQUIREMENTS

· Contractor shall comply with DoS/RSO protocols.

· All staff must pass background checks.

9. DELIVERABLES

· Recruitment plans, schedules, rosters.

· Donor/sponsorship reports.

· Media reports.

· Equipment lists.

· Financial reconciliation.

· Final performance reports.

10. PERIOD OF PERFORMANCE

· November 2027 – December 2031.

11. PLACE OF PERFORMANCE

· Riyadh, Saudi Arabia and Contractor headquarters as required.

12. INVOICING & ACCEPTANCE

· Invoices submitted monthly.

· COR will validate compliance.

13. ATTACHMENTS

· Expo 2030 Guidelines. – TO Be Provided Later

14. Operations Key Deliverables Please see the below minimum deliverables expected from the U.S. Department of State Expo Unit. These should be put into timelines for both Belgrade and Riyadh.