Expo 25 RFI 4.26.23.docx

SOURCES SOUGHT and

REQUEST FOR INFORMATION

Facility Management, Programming and Operations for USA Pavilion at Expo 2025 Osaka

A. PURPOSE

The Department of State International Expositions Unit is seeking capable sources and information for its upcoming requirement to support the USA Pavilion at Expo 2025 Osaka.

The purpose of this Request for Information (RFI) / Sources Sought (SS) is to gather market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify businesses capable of performing the functions described herein.

The Government requests information regarding the capabilities of companies that could support the requirements of the Department of State (DOS), and feedback/recommendations to better develop the Government’s requirements.

B. DISCLAIMERS

THIS IS A REQUEST FOR INFORMATION ONLY. This RFI/SS is issued solely for information and planning purposes – it does not constitute a solicitation or a promise to issue a solicitation in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. The information provided in the RFI/SS is subject to change and is not binding. Furthermore, the Government is not seeking proposals, and will not accept unsolicited proposals.

Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI/SS; all costs associated with responding to this RFI/SS will be solely at the respondent’s expense. Not responding to this RFI/SS DOES NOT preclude participation in any future solicitation, if any is issued; however, industry responses, or lack of responses may impact the future strategy of Government acquisition efforts.

The Government has not made a commitment to procure any of the items discussed, and release of this RFI/SS should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

Please note that a decision not to submit a response to this RFI will not preclude a vendor from participating in any future solicitation.

C. REQUIREMENTS

BACKGROUND INFORMATION

Expo 2025 Osaka is a large-scale, universal exposition (also known as a World's Fair) registered by the Bureau of International Expositions (BIE). The BIE is an international treaty organization established to regulate International Exhibitions.

Theme: The theme of Expo 2025 Osaka is Designing Future Society for Our Lives, reflecting drivers of progress that continue to inspire people, organizations, and nations in their endeavors to create a better future. The Expo's subthemes are Saving Lives, Connecting Lives, and Empowering Lives. A detailed description of the themes and their meaning is available in the Expo 2025 Participant Guide.

Expo Guidelines (Attachment 1): Expo 2025 organizers in conjunction with the City of Osaka and the Government of Japan have released guidelines for all “Type A” self-build country pavilions. There are some specific requirements regarding operations. English-language guidelines are located at Attachment 1. The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country and the terms of the Participation Contract and general and special regulations governing Expo 2025, and with the lawful orders of any governmental authority having jurisdiction.

Pavilion Description: The pavilion building design, including exhibits, is not yet finalized and contract award is expected on or about June 1, 2023. Requirements for design/build include: Approximately 33,000 sq ft multi-level temporary building to feature immersive exhibits, performance stage, reception space, public and event food and beverage, retail store, and outdoor space.

U.S. Direction: The USA Pavilion at Expo 2025 Osaka will be an official representation of the United States; the Department must therefore ensure that the USA Pavilion is nonpolitical and nonpartisan in nature, of the highest possible quality, and balanced and representative of the diversity of American political, social, and cultural life. The USA Pavilion must meet the highest standards of artistic achievement, hospitality, and academic excellence. The USA Pavilion is a platform to promote U.S. commercial interests, U.S. foreign policy, as well as highlight outstanding U.S. cultural, scientific, technological, and artistic achievement.

Project Scope: The project scope includes the recruitment, event planning, programming, stocking, staffing, securing, operating and maintaining the USA Pavilion at Expo 2025 Osaka in Japan.

Period of Performance:

· Recruitment and Planning - October 2023 through November 2025.

· Active Pavilion Operation and Maintenance: from April 1 through November 1, 2025.

OBJECTIVE

Pavilion Objectives and Themes: The proposed USA Pavilion concept “Imagine” encourages visitors to envision themselves in the United States and alongside us as we empower humanity to make advances in sustainability, space exploration, education, and entrepreneurship. The Imagine concept ties together the Pavilion’s goals, whether it is visitors imagining studying at our top-tier universities, touring across the different parts of the United States, joining us on our journey back to the moon and beyond, and appreciating our natural beauty and sustainability efforts.

GENERAL SPECIFICATIONS

General Specifications are listed below. Detailed specifications may be shared with Sources Sought Respondents after feedback is provided to the Government on a case-by-case basis for further exchange.

The Government is seeking capable contractors for this large-scale effort. The anticipated work includes but is not limited to:

· Recruitment, hiring, training, implementation, and management of pavilion staffing to include the following categories: operations, maintenance, events, media, programming, technical, and interpretation. A select number of management-level staff are required to be American Citizens. Local accommodations, visas, and travel coordination are required for these staff.

· Utilities including electricity, water, sewage, waste removal, communications, security, cleaning, insurance, and local transportation—including drivers and vehicles.

· Competitive recruitment, selection, training, implementation and management of the Youth Ambassador Work Exchange Program, with a focus on Japanese language proficiency. Local accommodations, visas, and travel coordination are required.

· Menu curation –focused on American cuisine highlighting U.S. Agricultural exports, recruitment, hiring, training, implementation and management of a public restaurant and catering program.

· Competitive recruitment, selection, training, implementation and management of Cultural Performers Residency Exchange Program. Local accommodations, visas, and travel coordination are required.

· Range development--focused on American brands and items “made in the USA”, recruitment, hiring, training, and management of staff for a retail store.

· Public relations and media services to support activities in the lead up to opening day. Relationships with major news outlets from the U.S. and Japan required.

· Planning and execution of a U.S. National Day during Expo, including performances, advertising, and immersive experiences for the general public as well as high-level government and commercial delegations.

· Understanding and successful experience navigating compliance with the Buy America Act and the Trade Agreements Act (TAA) related to internationally based U.S. Government contracts fulfillment, and international shipping and sales.

D. CONTENT OF SUBMISSIONS

If your firm is capable and interested in working with the Government to collect market research and further refine requirements, a capabilities document and narrative response is requested. There is no set page limit. Respondents are encouraged to provide information demonstrating successful experience for each listed attribute.

Provide:

1. Cover page - Please Include:

a) Vendor Name

b) Website URL

c) Indicate whether your firm is registered at www.SAM.gov

d) Unique Entity ID (UEI)# / Tax ID # (if applicable)

e) Business Size and Socio-Economic Status

f) Contact Information (Points of contact, phone, email)

2. Relevant Experience Matrix (using the document provided at Attachment 2)

a. Mark all relevant experience your firm possesses (as applicable)

b. Mark all relevant experience your firm’s partners, team members, or subcontractors possess (as applicable)

3. A brief narrative and at least one (1) project example from within the past fifteen (15) years of similar scope, schedule, and complexity for each of the critical attributes noted.

4. Interested firms are also encouraged to:

· Submit Questions for the Government regarding this requirement which will help your firm to provide its response or enhance the requirements document.

· Provide Referrals: If your firm is not interested in this requirement, but you know of a firm that may be a good fit, please provide recommendations.

· Provide Feedback: Identify any weaknesses or items of note in the requirements document for the Government to consider (items marked proprietary by the submitting firm will not be shared publicly).

E. RESPONSE FORMAT

a. Responses are requested in any Microsoft Windows-compatible format (i.e. .doc, .pdf, Excel, etc.) by 2:00 PM local time January 11, 2021.

b. Links, diagrams, and infographics are welcomed.

c. No page limit.

d. Proprietary information, if any, MUST BE CLEARLY MARKED FOR ALL PAGES CONSIDERED PROPRIETARY. To aid the Government, please segregate proprietary information from non-proprietary information. Please be advised that all submissions become Government property and will not be returned.

F. SUBMISSION DUE DATE

Submissions Requested By: 2:00PM Eastern Time on May 8, 2023.

a. Send via e-mail to Katherine Vultaggio at: vultaggiokl@state.gov

b. Notify the CO listed above as soon as possible if more time is needed to submit a complete response.

G. RELEVANT EXPERIENCE / CRITICAL ATTRIBUTES SOUGHT

The Government is most interested in learning more about vendors who possess the following critical attributes, which are included in the Relevant Experience Matrix:

a. Relevant Experience Matrix (Attachment 2)

Operational:

1. Experience operating and maintaining pavilions at World Expositions, Olympics, or other similar interactive and immersive visitor-driven experiences that support a minimum of 5,000 visitors per day, including experience in hiring a local workforce as well as management-level staff (AmCits) in the following categories:

i. Media

ii. Events

iii. Facilities Management

iv. Food and Beverage (F&B) Operations

v. Retail Operations

vi. Exchange and/or Internship Programs

vii. Business Development & Marketing

2. Experience with facilities management for public venues with the capacity to host a minimum of 5,000 people per day. Management scope must include utilities, insurance, electrical and mechanical equipment maintenance, security, cleaning, pest control, landscaping, fire/life/safety systems, shipping and receiving.

3. Operating a public restaurant focused on high-quality, diverse American cuisine for a minimum of 1,200 patrons per day. Operators should have an established supply-chain and familiarity with the East Asian market.

4. Operating catering services for private events including receptions, dinners, etc. Operators should have an established supply-chain and familiarity with the East Asian market.

5. Operating a retail store. Operators should have an established supply chain and experience in procuring goods that are “Made in the USA.”

6. Competitive recruitment, training and implementation for a Student/Youth Ambassador Work Exchange program or similar internship program.

7. Competitive recruitment and implementation of public cultural performers including American musicians, dancers, and artists.

b. Experience Narrative (Attachment 3)

Information regarding the following is also sought as part of the narrative submission:

Financial:

· Experience and Level of Ability to manage project finances. Describe the financial management/accounting system used to manage and track project finances for labor and materials.

Organizational:

1. Experience with foreign business operations. Provide evidence consisting of, at minimum, business licenses, tax receipts, and other similar documentation showing in part the foreign country business address distinct from the Offeror’s home office address.

2. Ability to plan work and manage work to a schedule. One (1) schedule should be provided with a brief narrative listing the project start and end dates along with milestone dates affecting the schedule.

3. Identify any potential subcontractors or partners (including Joint Ventures) and organization charts for these relationships for projects of similar size, scope, scale and complexity that may be considered (if it is possible to release this information)

Preferred, but not Required:

1. Prior experience in producing a large-scale public celebration to include a concert and parade.

2. Prior experience in public relations and media engagement in the United States and East Asia (preference for Japan).

3. Prior experience navigating compliance with the Buy America Act and the Trade Agreements Act (TAA) related to internationally based U.S. Government contracts fulfillment, and international shipping and sales.

H. INDUSTRY DISCUSSIONS

Government representatives may or may not choose to meet with respondents. Such meetings may be scheduled to gain further clarification of capabilities, gather market research information to support requirements development, and ascertain development and certification risks. This is, in no manner, an opportunity to submit a proposal.

RFI Attachments:

1. Expo Guidelines and Regulations

2. Relevant Experience Matrix

3. Experience Narrative